DATE:
May 21, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A One (1) Year Maintenance Contract In The Amount Of $1,016,750.68 That Includes Subcontracting Vendor Services With George S. Hall, Inc. For Citywide Maintenance / Construction Services At Various City Owned Buildings For Fiscal Year 2024/25, And Authorizing The City Manager To Execute Up To Four (4) Additional One-Year Extensions Not To Exceed A Total Contract Value Of $4,378,734.36, Contingent Upon The City Council Appropriating Funds For The Applicable Fiscal Year
RECOMMENDATION
Staff recommends that the City Council adopt the above-entitled Resolution.
BACKGROUND
The City contracts for the facility maintenance and management of all City-owned building facilities. On March 22, 2024, the City issued a Request for Proposals (RFP) for a multi-year citywide maintenance and construction services contract. The City received one proposal, from George S. Hall, Inc. (GSH), which was deemed to be a qualified responsible bidder. The proposal was reviewed and scored based on a Statement of Qualifications, samples of work, resumes for key staff that would support the Emeryville contract and a completed bid schedule for services. Staff performed reference checks and received positive responses regarding the contractor’s performance.
The contract is to perform and manage preventative, corrective, and emergency maintenance services at City owned facilities.
DISCUSSION
The first year of the contract (FY 2024/25) is in the amount of $1,016,750.68 and is divided into three operating areas:
Full Time Supervisor. Cost of a full-time onsite Facilities Supervisor responsible for 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 Facilities Supervisor 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.
Nonroutine Work. An allowance amount is also included for “nonroutine work” to be completed in accordance with the terms of the Contract. The “non-routine work” will be scoped and approved by the City in writing on a Task Order basis. Examples of non- routine work include equipment rebuilding, replacement, and/or installation. This type of work is beyond the scope of regular preventive maintenance and is typically the result of unforeseen circumstances, equipment failures, or malfunctions that require additional repairs or adjustments. This estimate is based on a review of past expenditures and an evaluation of what may be required to maintain the existing aging infrastructure.
Subcontractors. GSH will need to onboard vendors (subcontractors) from time to time to support the City of Emeryville in facilities services and maintenance. The following is a partial list of subcontractor types GSH utilizes in meeting the City’s facility needs:
Electrical
Plumbing
Roofing
Door Maintenance and repair
Sewer Line
Drywall
Fencing
HVAC systems
Flooring
Fire Sprinklers and Alarm Systems
Painters
Asphalt and Concrete Repair
The following table illustrates the anticipated costs associated with this contract:
Contract Year
Monthly Amount
Annual
Amount
Annual Subcontractor Amount
Included CPI
Total Cost Per
Year
2024/2025
$26,395.89
$316,750.68
$700,000.00
No CPI
$1,016,750.68
2025/2026
$26,923.81
$323,085.72
$500,000.00
CPI 2%
$823,085.72
2026/2027
$27,462.28
$329,547.00
$500,000.00
CPI 2%
$829,547.36
2027/2028
$28,835.39
$346,024.68
$500,000.00
CPI 5%
$846,024.68
2028/2029
$30,277.16
$363,325.92
$500,000.00
CPI 5%
$863,325.92
FISCAL IMPACT
There is sufficient funding budgeted in the operating budget for fiscal year 2024/25 in the Major Maintenance Fund 650-77030 and in the General Major Maintenance Program Project 15650008, Fund 650. Continuation of the contract for additional fiscal years will be contingent upon the City Council appropriating funds for the applicable fiscal year(s). If the contract is extended four additional years, the rate sheet will be adjusted each fiscal year providing the Contractor with a cost-of-living adjustment based on the Bay Area Consumer Price Index, CPI 2% For FY 2025/26 and 2026/27, and a CPI maximum of 5% per year for FY 2027/28, AND 2028/29.
STAFF COMMUNICATION WITH THE PUBLIC
No staff communication with the public.
PREPARED BY: Daniel Gonzales, Public Works Operations and Facilities Manager Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
ATTACHMENTS
Draft Resolution
Citywide Maintenance / Construction Services Contract
Citywide Maintenance / Construction Services Contract
City Council Meeting | May 21, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM