CALIFORNIA
MAINTENANCE SERVICES CONTRACT
FOR CITY USE ONLY
Contract No. CIP No.
Resolution No. Project No. REV 06/2020
FIRST AMENDMENT
THIS FIRST AMENDMENT TO THE MAINTENANCE SERVICES CONTRACT (“Amendment”) is effective as of _______________ by and between THE CITY OF EMERYVILLE, a municipal corporation, (“City”) and GEORGE S. HALL, INCORPORATED (“Contractor”), individually referred to as a “Party” and collectively as the “Parties”.
WITNESSETH THAT
WHEREAS, the City and Contractor entered into a Maintenance Services Contract dated September 29, 2020 (“Contract”) for the purpose of retaining the services of Contractor to provide citywide facilities maintenance and construction services; and WHEREAS, the City and Contractor desire to amend the Contract; and WHEREAS, the public interest will be served by this Amendment.
NOW, THEREFORE, the Parties hereto do mutually agree as follows:
1. AMENDMENT
The Parties agree to amend the Contract as checked below:
1.1 Exhibit A
Exhibit A of the Contract is hereby amended in its entirety and replaced with Exhibit A-Revision Number;
OR
; Exhibit A of the Contract is hereby amended to include the provisions of Exhibit A-1, attached hereto and incorporated herein by this reference.
1.2 Termination Date
; The Parties desire to extend the termination date. Section 1.5 of the Contract is hereby amended to extend the termination date to JUNE 30, 2024.
City of Emeryville | Maintenance Services Contract Amendment REV 06/2020
1.3 Total Compensation Amount
; The Parties desire to increase the Total Compensation Amount as set forth in Section 1.3.C of the Contract by ONE MILLION, TWO HUNDRED
SIXTY TWO THOUSAND, FOUR HUNDRED SEVENTY SIX DOLLARS
AND NO CENTS ($1,262,476.00). The total amount paid under the Contract as compensation for Services performed and reimbursement for costs incurred shall not, in any case, exceed ONE MILLION FOUR
HUNDRED SEVENTY THOUSAND, NINE HUNDRED FOURTEEN
DOLLARS AND NO CENTS ($1,470,914.00).
2. CONTINUING EFFECT OF CONTRACT
Except as amended by this Amendment, all other provisions of the Contract remain in full force and effect and shall govern the actions of the Parties under this Amendment.
From and after the date of this Amendment, whenever the term “Contract” appears in the Contract, it shall mean the Contract as amended by this Amendment.
3. ADEQUATE CONSIDERATION
The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment.
4. SEVERABILITY
If any portion of this Amendment is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
5. WAIVER
The City’s failure to enforce any provision of this Amendment or the waiver in a particular instance shall not be construed as a general waiver of any future breach or default.
SIGNATURES ON FOLLOWING PAGE
City of Emeryville | Maintenance Services Contract Amendment REV 06/2020
6. SIGNATURE PAGE TO MAINTENANCE SERVICES CONTRACT
FIRST AMENDMENT
IN WITNESS WHEREOF the City and the Contractor have executed this Contract, which shall become effective as of the date first written above.
Approved As To Form:
City Attorney
Dated: CITY OF EMERYVILLE
City Manager
Dated: GEORGE S. HALL, INCORPORATED
(Signature)
Ken Cadorin, West Coast Operations
Attach:
W-9 Form
Attach:
Business License Certificate
3 DEFINITIONS
“Contract” means the contract for services that will be issued to formalize with the successful Proponent through negotiation process with the City based on the proposal submitted and will incorporate by reference the Request for Proposals, Specifications, Drawings, any additional subsequent information, any addenda issued, the Proponent’s response and acceptance by the City.
“City” means City of Emeryville.
“CMMS” means computerized maintenance management system. “Contractor” means the person(s) firm(s) or corporation(s) appointed by the City to carry out all duties, obligations, work and services first contemplated in the Request for Proposal and all associated documentation, which may also include mutually agreed revisions subsequent to submission of a Proposal. Both “Contractor” and “Proponent” are complementary in terms of duties, obligations and responsibilities contemplated at the Request for Proposals stage, through evaluation process, execution and performance of the services and Works. “Facilities Supervisor” means the individual appointed by the Contractor to provide professional building management services necessary to maintain and preserve the buildings and properties described within these specifications. The Facilities Supervisor will be responsible for regularly assessing the conditions of the building and its systems; developing and implementing building operations and preventive maintenance necessary to maintain, preserve, and keep the premises in good operational condition. “PPE” means personal protective equipment.
“Proponent” means responder to this Request for Proposals. “Proposal” means the submission by the Proponent.
“RFP” and “Request for Proposals” shall mean and include the complete set of documents, specifications, drawings, and addenda incorporated herein, and included in this Request for Proposals.
“Services” means and includes the provision by the successful Proponent of all services, duties and expectations as further described in this RFP.
“Site Contact Person” means the representing person from the City of Emeryville.
Contractually, it shall be the Public Works Operations and Facilities Manager. The Public Works Director reserves the right to modify this designation at any time. “Supply” and “Provide” shall mean supply and pay for and provide and pay for. “Shall”, “Must”, “Will”, and “Mandatory” means a requirement that must be met.
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4 “Work” and “Works” shall unless the context otherwise requires, mean the whole of the work, tools, materials, labor, equipment, travel, and all that is required to be done, furnished and performed by the Contractor.
5 1. SCOPE
1.1. Description of Services
Contractor shall provide a full-time onsite Facilities Supervisor who can perform a variety of facilities operation and maintenance activities. This includes contract management, performing skilled labor of various trades, asset management, report preparation, and records management.
The services of the Contractor are to be of a scope and quality generally performed by professional property managers and performed in a reasonable, diligent, and careful manner so as to manage and supervise the operation, maintenance and servicing of the property in a manner that is comparable to, or better than, that generally found in similar properties located in the Bay Area market. Services shall be provided in accordance with the highest standards of professionalism, skill, workmanship, and applicable trade practices and shall conform to all applicable codes and regulations.
1.2 Facility Locations
See Appendix 1 – City of Emeryville – Facility Locations
2. BID PRICES AND BILLING RATES
2.1 Rates
x See Attachment 2
3. ADMINISTRATION
3.1 Hours
The Contractor is expected to be available to respond twenty-four (24) hours per day, seven (7) days per week, 365 days per year, as determined by the nature of a given situation and/or emergency. This includes the availability to procure goods and service to maintain building functionality. The Facilities Supervisor reporting onsite shall have working hours of 7:30 am – 4:00 pm, Monday through Friday. Occasional overtime work may be needed and requested by the Site Contact Person.
3.2 Assigned City Property
An identity and/or access badge, parking pass, gate opening device(s), and or key(s) for facility access will be provided to the Facilities Supervisor. The Contractor assumes responsibility for the loss of any of these items and the cost to replace them including re-keying facilities whose access is compromised because of negligence, damage, theft, or loss of access keys, devices, or electronic key cards. The Facilities Supervisor will notify the City immediately if assigned property is lost, damaged, or stolen. The Contractor shall return these items to the City upon request. Upon Contract expiration, the Contractor shall return these items 24 hours prior to the
6 last day of work. Any assigned property will be tracked by the City and a summary provided to the Contractor.
3.3 Health and Safety Requirements
The Contractor shall strictly comply with the current federal, state, local Industrial Health and Safety regulations, and the safety policies and procedures of the City of Emeryville. The Contractor is responsible for providing training to the Facilities Supervisor, and any other assigned personnel, who perform work under the provisions of this Contract.
The Contractor is responsible for providing their own personal protective equipment (PPE) to the Facilities Supervisor as required by City policy, applicable laws and regulations. Any personnel not complying with Health and Safety requirements, failing to use task appropriate PPE and/or safety protocols will be asked to suspend work and leave the facility site.
3.4 Facilities Supervisor Credentials
Facility Supervisor shall be able to demonstrate experience maintaining facilities similar to those owned and operated by the City, and shall possess a minimum of 5 years of facility management experience. In addition, the following certifications and qualifications for the Facilities Supervisor are desirable:
a) Possession of a nationally recognized facilities management certification, preferably from IFMA, BOMI, or equivalent.
b) OSHA safety training and certifications, project management certification, and any trade related certifications and/or license(s) are desirable. c) Certification and/or experience utilizing a CMMS. (The uses Lucity for Asset Facility Management)
d) Integrated Pest Management Certification (IPM)
Prior to Contractor assigning the Facility Supervisor under this Contract, the Contractor shall provide the written documentation of the Facility Supervisor’s qualifications and credentials, and the City shall approve the assigned Facility Supervisor.
In the event the Contractor must substitute or replace the designated Facility Supervisor, the Contractor must follow the foregoing process prior to substituting the Facilities Supervisor.
3.5 One Year Guarantee
The Contractor shall guarantee to maintain the work and materials against any defects arising from faulty installation, faulty materials supplied under the contract, or faulty workmanship, which may appear within one (1) year from the date of acceptance of the work by the City.
Faulty materials shall be replaced, and any defects discovered or failures which occur during the guarantee period, shall be rectified to the satisfaction of the City on-site within 24 hours of notification. This shall be at no cost to the City of Emeryville.
7 3.6 Warranties
All warranties for equipment purchased and installed by the Contractor shall be assigned and/or transferred to the City of Emeryville. Documentation describing any warranty provisions and terms shall be provided to the City.
3.7 Records
The Contractor shall keep, and require subcontractors to keep, records as necessary to perform the services required by this Contract and enable the City to evaluate the performance of such services. The City of Emeryville shall maintain full access to records. This includes the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the Contract, and the City shall have access to such records in the event any audit is required. The Contractor assumes the cost of producing records to the City.
3.8 Ownership of Documents
All drawings, specifications, reports, records, documents, and other materials prepared by Contractor, its employees, subcontractors and agents in the performance of this Contract shall be the property of City and shall be delivered upon request to the Site Contact Person.
3.9 Release of Information
The drawings, specifications, reports, records, documents, and other materials prepared by the Contractor in the performance of services under this Contract shall not be released publicly without the prior written approval of the Public Works Director.
3.10 Permits
The Contactor will provide and pay for all licenses and permits as required to carry out Work.
3.11 Payments – Invoicing
Invoices shall be submitted monthly by email to:
[email protected]
All invoices will detail separate labor, equipment, and material charges. Invoices should list the facility name, approver, and detailed list of work performed. All invoices shall include copies of all materials and Sub-Contractor invoices.
8 4. EXECUTION
4.1 Contractor Services
a) All persons hired, or causing to be hired, necessary to properly maintain and operate the facilities shall be the Contractor’s (and not the City of Emeryville’s) employee. Prevailing wages for Alameda County are to be paid for all work executed under this Contract. b) The Contractor shall be responsible for providing a vehicle for the Facilities Supervisor to use while on assignment. This vehicle shall be maintained in good reliable operating condition and have a company identification visible on the exterior. The vehicle shall possess adequate functionality to carry materials, tool’s, and equipment to work sites throughout the City. The vehicle shall be made available to the Facilities Supervisor twenty-four (24) hours per day, seven (7) days per week, 365 days per year. c) The Contractor shall furnish the Facilities Supervisor with the tools and equipment to perform a wide variety of City assigned work. The Contractor is responsible for ensuring that these tools are in safe operating condition and readily available. The City will provide an indoor locked area for the Contractor to store any tools and equipment. The City is not responsible for the loss or theft of Contractor equipment and tools. d) The Facility Supervisor will be assigned a computer workstation and office for their use while onsite. The Contractor is responsible for ensuring that this equipment and area is not damaged and is returned in the condition it was assigned. e) The Facilities Supervisor, or other personnel assigned by the Contractor, will be required to report to the Site Contact Person, upon arrival and before starting any work and prior to departure from the workplace.
f) Contractor employees and subcontractors required to work at the Emeryville Police Department, and any other sites as designated by the City, shall be required to successfully complete a security clearance. Any costs for obtaining security clearance will be the responsibility of the Contractor.
g) The Contractor must inform the City Site Contact immediately if a safety hazard is discovered within a City of Emeryville facility.
h) The Contractor is responsible for ensuring that maintenance and repairs are performed by trained and qualified technicians. Maintenance and repair shall not interfere with the operations of the building's tenants whose normal hours of operation vary depending on facility type (See Appendix A).
i) If the Contractor sub-contracts any portion of the work assigned to them by the City, they are responsible for ensuring that all sub-contractors have current licenses and certifications as required by code and/or regulations. Under no circumstances shall the Contractor allow unauthorized or unqualified personnel to perform work on a City asset.
9 j) If traffic control is required, the Contractor shall comply with the California Manual on Uniform Traffic Control Devices. Upon request, traffic control plans shall be supplied to the City by the Contractor for pre-approval prior to the commencement of work. If required, encroachments permits shall be secured by the Contractor prior to the commencement of work activities.
k) Contractor is responsible for soliciting bids in compliance with applicable law and regulations and executing contracts for any equipment maintenance and construction activity necessary to ensure building functionality and operation. The Contractor is required to ensure that the most cost-effective and efficient materials, equipment, and services are being provided to the City.
l) Any equipment replacements shall be new or re-manufactured and shall be produced by a reputable manufacturer. All substitutes for the original manufacturer's equipment related to the upgrading of equipment shall be ENERGY STAR® compliant, if available.
Prior to purchasing new equipment, Contractor shall submit any proposed purchases to the City of Emeryville for its review and approval.
m) Upon request by the City, the Facilities Supervisor shall acquire proposals from vendors under contract, particularly during contract renewal periods. n) As the Contractor evaluates existing City contracts, he/she should provide ongoing recommendations as to identifying non-existing service contracts which can benefit the City.
o) A portion of working onsite will require the Facility Supervisor to use computer software such as computerized maintenance management systems (CMMS) (the City uses Lucity), GIS, Microsoft Suite products, or other software required to perform assigned activities.
These activities include, but are not limited to communications, record keeping, scheduling, report generation, and material purchases.
p) Contractor shall manage vendors already under contract with the City on reoccurring routine maintenance and repair work for all mechanical equipment. This includes, but is not limited to, back-up generators, plumbing, electrical, and HVAC equipment. Some types work provided by the vendors are oil changes, filter changes, flushing, and other preventative maintenance activities as assigned.
q) Contractor should provide asset management support to the City in the form of collecting and inventorying all City assets, building an asset registry, and performing conditions assessments. In the future, this includes cross platform integration as the City of Emeryville transitions its operations and maintenance program to using a CMMS (Lucity) for all asset management, preventative maintenance and work orders.
10 r) Contractor will perform monthly inspections of each facility and provide a summary of any City assets requiring corrective, preventative, and emergency maintenance. This inspection should be performed using rating criteria provided by the Contractor.
This report should be provided to the City in three formats:
1. Electronic list format identifying the following: Facility name, asset identification, condition, and recommended course of action.
2. A summary report of which details the number of deficiencies found per facility and in total. This summary report should also include potential work classified as emergency maintenance.
3. Photos identifying the items in the list format and preferably linked to the electronic list.
4.2 Additional Work and/or Special Projects
The Contractor shall not begin performing any additional work or special projects without first obtaining written approval from the City Site Contact.
The Contractor must provide a written quotation for the additional work/special project to the City Site Contact which shall include a detailed proposed scope of work and facility name.
The Contractor’s quotation must provide a detailed description of the work to be performed, subdivided by task and subtask. The quotation should contain details on the level of effort, including hours, labor categories, equipment, materials, and all items necessary for completion.
The Contractor’s written quotation will be reviewed and upon acceptance, authorized by the City Site Contact.
4.3 Work Sites
Work may be carried out at any of the City of Emeryville’s buildings or facilities and the scheduling of these services shall be coordinated between City Site Contact and the Contractor.
The work sites and locations are provided in: Appendix 1 – City of Emeryville – Facility Locations
4.4 Clean Up
At the conclusion of work, the Contractor shall clean out all debris and materials due to their activities. The Contractor is responsible for maintain a clean work environment and returning work sites to pre-work conditions.
4.5 Operations and Coordination of the Services
11 The Contractor shall agree to coordinate the execution of the Services with the City such that disruption of the work of all involved is minimized. Operations will continue and the facilities will be in full use by staff and public, unless pre-approved by the City Site Contact.
4.6 Equipment, Materials and Workmanship
The Contractor shall ensure that they are qualified and experienced and have the necessary resources for the successful completion of the work including any amendments as they may occur during the execution of the work.
All equipment, materials, and labor utilized, and all workmanship shall comply with all current codes, standards, regulations, City ordinances, and statutes pertaining to the services.
Contractor equipment must be in good mechanical repair and not require excessive maintenance or create excessive down time that jeopardizes the Contractors ability to provide the services agreed to. Furthermore, the Contractor is responsible for ensuring that all equipment has the appropriate safety devices as required by the equipment manufacture.
These devices should operate, be installed correctly, and fully operational at the time of work.
The Contractor is responsible for any costs associated with delays in work because of faulty or non-operational equipment.
All Material furnished by the Contractor shall be new and unused and shall strictly conform to City requirements and applicable building codes. The acceptance at any time of materials by City shall not be a bar to future rejection if they are subsequently found to be defective, inferior in quality, or uniformity to material specified, or are not as represented by the Contractor.
Competent labor, mechanics and tradesmen shall be used on work performed by the Contractor. Experienced manufacturer's representatives shall be used to supervise the installation of material and equipment as may be required by the Owner and or manufacture.
In some circumstances, this may be necessary to maintain the integrity of a warranty and the Contractor assumes the responsibility of coordinating manufacturer’s representatives for such endeavors. Any special tools or construction equipment which may be required shall be provided by the Contractor.
4.6 Inspection of Services
a) All services provided shall be subject to inspection and shall meet the approval of the City. The City shall have the right to reject any work or to require correction. b) Acceptance or rejection of the work shall be made as promptly as practical, but failure to accept or reject the work shall not relieve the Contractor from responsibility for services provided not in accordance with the contract.
c) The City will not be deemed to have accepted the services by virtue of a partial or full payment for it.
12 d) The City shall be the final judge of all services and its decisions of all questions in dispute will be final.
4.7 City Site Contact
The City Site Contact for this Contract shall be:
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Public Works Operations and Facilities Manager
1333 Park Avenue
Emeryville, CA 94608
ĚĂŶŝĞů͘ŐŽŶnjĂůĞƐ@emeryville.org
510-853-1140
5. QUALITY ASSURANCE
5.1 General
The City of Emeryville uses several designations to classify maintenance work activities. These classifications include preventative maintenance (PM), Corrective maintenance (CM), emergency work (EW), and planned work (PW). Within each classification there is a numerical rating which designates an assignments priority level. The purpose of this system is so that the City can prioritize work pragmatically and efficiently. The Facilities Supervisor is expected to adhere to this work order system while leveraging the use of the City CMMS to maximize outputs.
To ensure that the contractor is meeting the goals and objectives as outlined in these specifications, the City will utilize the following areas to measure performance:
a) Work Order Performance - Work order performance is key to monitoring the time taken to complete jobs. Proportion of work orders completed to within 10% of planned job duration. Planned job duration will be provided via CMMS, or another digital mechanism, until the CMMS is developed to accommodate the input. b) Work Order Backlog - The backlog measures all deferred work, which is work not important enough for assignment and completion in the current workweek. In other words, the City will consider it for future weeks, depending on the priority of the request as it relates to other work orders. After converting work orders to hours, the goal is for the backlog to be no larger than five weeks. c) Work Order Attending and Resolution Times – The Contractor shall be able to respond in a timely manner to all new requests for service. A non-emergency work order should be acknowledged within four hours of receipt. Actual work should occur not later than 48 hours of assignment. This measurement applies to work orders once they are assigned.
13 d) Improvement Recommendations - Number of Contractor recommended improvements; regardless if they are implemented by the City.
Appendix 1
City of Emeryville – Facility Locations
All locations are within the City of Emeryville city limits zip code 94608. The City reserves the right to add to and/or remove facilities listed below. The following are current facilities subject to this proposal:
1. Child Development Center 1220 53rd Street (Monday – Friday, 7:30 a.m. – 6:00 p.m.)
2. Civic Center 1333 Park Avenue (Monday – Friday, 9:00 a.m. – 5:00 p.m.)
3. Police Station 2449 Powell Street (Monday – Friday, 8:00 am. – 5:00 p.m.)
4. Senior Center 4321 Salem Street (Monday – Friday, 9:00 a.m.- 5:00 p.m.)
5. Emeryville Recreational Department 4300 San Pablo Avenue (Monday – Friday, 9:00 a.m. – 5:00 p.m.)
6. Bridge Court Community Room 3990 Harlan Street (Schedule varies based upon rentals)
7. Public works Corporation Yard Buildings 5890 & 5900 Christie avenue (Monday – Friday, 7:00 a.m. – 4:30 p.m.)
8. Public Works Building 5625 Horton Street (Used only for storage)
9. Art Building 5710 Hollis Street (Vacant)
10. Doyle Hollis Park bounded by Hollis St., 61st St., Doyle St., and 62nd St. (Open 365 days, 24 hours, 7 days a week)
11. Marina Park 3310 Powell Street (Open 365 days, 24 hours, 7 days a week)
12. Joseph Emery Park Corner of Park Avenue and San Pablo Avenue (Open 365 days, 24 hours, 7 days a week)
13. Fire Station #34 (Monday – Friday, 9:00 a.m. – 5:00 p.m.)
14. Fire Station #35 (Monday – Friday, 9:00 a.m. – 5:00 p.m.) Note: The City of Emeryville is responsible for many other assets where work may occur subject to the specifications listed in Exhibit A. several other minor. As such, this is not intended to be all inclusive, but merely to present information as to where most work within this scope may occur.
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