RESOLUTION NO. 25-104
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Execute A First Amendment To The Maintenance Agreement With George S. Hall, Inc. By An Additional $130,000, For A Total Contract Amount Not To Exceed $1,146,750, To Cover Additional, Unforeseen Maintenance Work WHEREAS, the City issues a Request for Proposals (RFP) for citywide facilities maintenance services; and
WHEREAS, on June 18, 2022, the City Council of the City of Emeryville authorized the City Manager to enter into a Maintenance Agreement with George S. Hall Inc. (“GSH”) in the amount of $1,016,750.00 to provide facility maintenance services; and WHEREAS, during the second half of Fiscal Year 2024-2025, there were delays in the issuance of invoices by the Contractor; and
WHEREAS, the City and the Contractor desire to amend the contract due to additional unforeseen maintenance work that was required to maintain the functionality of City buildings and facilities; and
WHEREAS, the additional work was necessary to keep City facilities operational; and WHEREAS, there is sufficient funding budgeted in the operating budget for fiscal year 2025/2026 in major maintenance fund 650-77030 and in the general major maintenance program Project 15650008 Fund 650 to fund the contract amendment; now, therefore, be it
RESOLVED, that the City Council of the City of Emeryville authorizes the City Manager to execute the First Amendment to the Maintenance Agreement with George S. Hall Inc. to increase the contract amount by an additional amount of $130,000 for a total contract amount not to exceed $1,146,750.
Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 Resolution No. 25-104
First Amendment to George S.Hall Contract
City Council Meeting | November 4, 2025
ADOPTED, by the City Council of the City of Emeryville at a regular meeting held Tuesday, November 4, 2025, by the following vote:
AYES: 5
Mayor Mourra, Vice Mayor Kaur and Council Members Priforce, Solomon and Welch
NOES: 0
ABSTAIN: 0
ABSENT: 0
MAYOR
ATTEST: APPROVED AS TO FORM:
CITY CLERK CITY ATTORNEY
ATTACHMENTS
Exhibit A - 1st Amendment Maintenance Contract
Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 City of Emeryville
C A L I F O R N I A
M A I N T E N A N C E S E R V I C E S C O N T R A C T
F O R C I T Y U S E O N L Y
Contract No. CIP No.
Resolution No. Project No.
REV01/2025
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”.
W I T N E S S E T H T H A T
WHEREAS, the City and Contractor entered into a Maintenance Services Contract dated July 1, 2024 (“Contract”) for the purpose of retaining the services of Contractor to provide City wide Facilities maintenance; and
WHEREAS, additional costs were incurred during the base contract period which were necessary to maintain the function of our facilities; 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-Revision Number, attached hereto and incorporated herein by this reference.
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 City of Emeryville | Maintenance Services Contract Amendment REV01/2025
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 DECEMBER 31, 2025.
1.3 Total Compensation Amount
The Parties desire to increase the Total Compensation Amount as set forth in Section , of the Contract by ONE HUNDRED AND THIRTY THOUSAND DOLLARS AND ZERO CENTS ($130,000). 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, ONE HUNDRED FORTY-SIX THOUSAND, SEVEN
HUNDRED AND FIFTY DOLLARS AND NO CENTS ($1,146,750.00).
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
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 City of Emeryville | Maintenance Services Contract Amendment REV01/2025
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
LaTanya Bellow, City Manager
Dated: GEORGE S. HALL INCORPORATED
(Signature)
Joe Annino, Regional Director of Operations
Attach:
W-9 Form
Attach:
Business
License
Certificate
Attach:
Department of
Industrial
Relations
Registration
Attach:
Insurance
Certificate and
Endorsements
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 10/22/2025
Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 Contract Amendment Exhibit A
Summary: Additional Charges Beyond Contract Capacity
1. Itemized Invoice Summary
Invoice # Date Amount Description
1323 3/21/2025 $3,290.38 Time & Materials for HVAC and mechanical repairs across multiple city facilities
2013 5/21/2025 $5,578.94 Overtime labor, fuel/car wash, LED bulb purchases, and fire alarm monitoring
2104 5/28/2025 $26,395.89 Fixed monthly contract billing (May 2025) 2463 6/25/2025 $5,358.69 May 2025 overtime labor and fuel expenses 2513 6/27/2025 $26,395.89 Fixed monthly contract billing (June 2025) 2654 7/7/2025 $3,913.68 Roof leak repairs
2655 7/7/2025 $13,906.20 Pest control services from Dec 2024 to May 2025
2804 7/24/2025 $3,663.00 Air handler condenser repair at Fire Station 35 2867 7/25/2025 $10,890.34 June 2025 materials, fuel, and vacation payout
3140 8/30/2025 $12,879.90 HVAC repairs, parts, and subcontractor labor Total Additional Charges Outside Contract Capacity: $112,272.91 Contingency for Unaccounted Incurred Invoices: $ 17,272.00 Total Contract Amendment: $ 130,000.00
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74
2. Supporting Documents (included in invoices)
Invoice 1323:
• Subcontractor invoices from Legacy Mechanical & Energy Services, Inc. for:
• HVAC investigation and repairs at Fire Stations 34 & 35, Maintenance Division, and Child Development Center.
• Includes labor breakdown, truck charges, and before/after photos.
Invoice 2013:
• Brady Industries invoices for LED bulbs and lighting kits. • Bay Cities Pyrotector invoice for quarterly fire alarm monitoring and emergency service.
• WEX fuel report for vehicle usage.
• Timecard records for Eric Rivera showing billable overtime hours.
Invoice 2463:
• Timecard records for Eric Rivera showing:
• 21.5 hours of billable overtime
• 4 hours of double time
• Emergency callouts (e.g., sump pump repair, HVAC troubleshooting) • Fuel report from WEX showing $340.41 in fuel and vehicle service charges.
Invoice 2654:
• Subcontractor invoices from Western Roofing Services:
• Leak investigation and repairs at Senior Center and Police Station. • Includes labor, truck fees, materials (sealants, duct tape, visquine plastic), and trash/refuge fees.
• Detailed breakdown of work performed on 11/01/2024, 11/25/2024, and 12/26/2024.
Invoice 2655:
• Subcontractor invoices from Crane Pest Control for monthly services at seven City of Emeryville facilities:
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 • 5890 Christie Ave
• 4321 Salem St
• 1220 53rd St
• 2449 Powell St
• 6303 Hollis St
• 2333 Powell St
• 1333 Park Ave
• Each monthly invoice includes itemized charges per location, with consistent service fees of $2,107.00 per month.
Invoice 2804:
• Subcontractor invoice from Legacy Mechanical & Energy Services, Inc.:
• Job: Run 3 #14 wire from condenser to air handler in chief’s office and replace wireless controller.
• Location: Fire Station 35, 6303 Hollis St.
• Quoted work total: $3,330.00
Invoice 2655:
• Subcontractor invoices from Crane Pest Control for monthly services at seven City of Emeryville facilities:
• 5890 Christie Ave
• 4321 Salem St
• 1220 53rd St
• 2449 Powell St
• 6303 Hollis St
• 2333 Powell St
• 1333 Park Ave
• Each monthly invoice includes itemized charges per location, with consistent service fees of $2,107.00 per month.
Invoice 2867:
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 • Fuel Charges: $426.84 for June 2025 (WEX fuel report included). • Vacation Payout: $7,527.35 for Eric Rivera (49.62 hours @ $151.70/hr). • Materials:
• Ashby Lumber: $159.79 for repair fabric, bolts, cement, tool bag, etc. • Grainger: $688.99 for manual flush valves.
• Home Depot: $2,005.49 for washer/dryer, installation accessories, and protection plans.
Invoice 3140:
• Subcontractor Work by Legacy Mechanical & Energy Services:
• HVAC repairs at multiple city facilities.
• Includes labor, parts, and quoted work orders.
• Detailed breakdowns of service dates, technician notes, and materials used.
3. Timeline of Work
Date Activity
Aug 30, 2024 HVAC investigation (Fire Station 35)
Dec 3, 2024 Heat pump repairs (Child Development Center, FS34) Feb 4, 2025 HVAC Communication issue (Fire Station 35)
Mar 28, 2025 LED bulb purchases
Mar 31, 2025 Fire alarm monitoring begins
Dec 2024–May 2025 Monthly pest control services (Multiple city facilities) Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 Date Activity
Jun 9–30, 2025 Fuel, vacation payout per contract terms, material purchases (Various city facilities)
Nov 2024–Jun 2025 Elevator repairs and subcontractor work (Multiple sites)
4. Justification for Budget Overrun
• Labor Overtime: Extended hours by facility supervisor Eric Rivera were needed to support contractors and resolve urgent issues. Overtime was approved by City leadership (Mohamed Alaoui). Multiple urgent issues required overtime labor, including:
• Leaking domestic water line
• HVAC troubleshooting
• Emergency sump pump repair
• Emergency response
• Lighting Upgrades: LED bulb purchases were necessary for energy efficiency and compliance with sustainability goals.
• Fire Safety Compliance: Quarterly monitoring and emergency service for fire alarm systems were mandated for public safety.
• Emergency Response:
• Facility Maintenance: Roofing leaks at critical facilities (Senior Center, Police Station) required subcontractor intervention and temporary repairs. • Public Health Compliance: Pest control services were essential for maintaining sanitary conditions across multiple public facilities. • Unplanned HVAC Repairs: The air handler condenser failure at Fire Station 35 required immediate attention to restore climate control in critical areas. • Subcontractor Engagement: Specialized services (pest control, Elevator, and HVAC electrical work) were outside the scope of the original contract and required external vendors.
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74 • Extended Service Periods: The pest control services spanned six months, accumulating significant costs not originally budgeted. • Personnel Costs: Vacation payout for Eric Rivera per the terms of the pricing. • Facility Maintenance: Washer/dryer replacement and plumbing repairs were necessary for operational continuity.
• Procurement Compliance: All purchases were documented with invoices and PO references, ensuring transparency.
Docusign Envelope ID: EE967057-8DCE-4450-8E6C-4AEE722B70D9 Docusign Envelope ID: 33534C31-FF25-427B-83A2-E96EBE5A5D74