The URL can be used to link to this page

Home My WebLink AboutStaff Report 2508-5035CITY OF PALO ALTO CITY COUNCIL Monday, October 06, 2025 Council Chambers & Hybrid 5:30 PM Agenda Item 9.Approval of Amendment No. 2 to Contract Number S23185432 with Koffler Electrical Mechanical Apparatus Repair, Inc. in the Amount of $230,000 for a New Not-to Exceed Amount of $460,000, and Extending the Term through September 29, 2027, for Electric Motors and Submersible Pump Service at the Regional Water Quality Control Plant; CEQA Status – Exempt under Section 15301(b) City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: October 6, 2025 Report #:2508-5035 TITLE Approval of Amendment No. 2 to Contract Number S23185432 with Koffler Electrical Mechanical Apparatus Repair, Inc. in the Amount of $230,000 for a New Not-to Exceed Amount of $460,000, and Extending the Term through September 29, 2027, for Electric Motors and Submersible Pump Service at the Regional Water Quality Control Plant; CEQA Status – Exempt under Section 15301(b) RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 2 to Contract S23185432 (Attachment A) with Koffler Electrical Mechanical Apparatus Repair, Inc. in the amount of $230,000 for a new not-to-exceed amount of $460,000 and to extend the term an additional 24 months through September 28, 2027, for electric motor and submersible pump repairs for the Regional Water Quality Control Plant. BACKGROUND The Regional Water Quality Control Plant (RWQCP) operates continuously to treat an average of 19 million gallons of wastewater per day for Palo Alto and five partner agencies. Reliable, on- call electric and submersible pump repair services are critical to maintaining uninterrupted operations and meeting state regulatory requirements. The RWQCP maintains an Electric Motor Service Repair Contract to ensure rapid turnaround for repairs and rebuilding of critical equipment. The original contract (September 29, 2022) was executed with a not-to-exceed amount of $180,000 for essential pump and motor services.1 On April 24, 2024, Amendment No. 1 increased the not-to-exceed amount to $230,000 due to multiple urgent process motor and pump repairs.2 Given the ongoing need for these specialized 1 Koffler Electrical Mechanical Apparatus Repair, Inc. S23185432; 2 Koffler Electrical Mechanical Apparatus, Inc. Amendment No. 1 S23185432; services and the aging infrastructure at the RWQCP, staff recommends extending the contract term by two years and increasing the budget to ensure continued operational reliability. The current contractor was the successful proposer in a competitive bidding process, having been awarded the contract as the lowest responsive and responsible bidder among the four firms that submitted proposals for the project. ANALYSIS FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Vers.: Aug. 5, 2019 Page 1 of 4 AMENDMENT NO. 2 TO CONTRACT NO. S23185432 BETWEEN THE CITY OF PALO ALTO AND KOFFLER ELECTRICAL MECHANICAL APPARATUS REPAIR, INC. This Amendment No. 2 (this “Amendment”) to Contract No. S23185432 (the “Contract” as defined below) is entered into as of September 15, 2025 by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and KOFFLER ELECTRICAL MECHANICAL APPARATUS REPAIR, INC., a California corporation, located at 527 Whitney Street, San Leandro, CA 94577 (“CONTRACTOR”). CITY and CONTRACTOR are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties to provide general services including all labor, equipment, materials, and transportation hereto for the provision of rebuilding Electric Motors, Submersible Pumps and Motor Combinations for the Regional Water Quality Control Plant (RWQCP), as detailed therein. B. The Parties now wish to amend the Contract in order to increase the compensation by Two Hundred Thirty Thousand Dollars ($230,000), from Two Hundred Thirty Thousand Dollars ($230,000) to a new not-to-exceed total compensation of Four Hundred Sixty Thousand Dollars ($460,000), and to extend the term until September 28, 2027, as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. S23185432 between CONSULTANT and CITY, dated September 29, 2022, as amended by: Amendment No. 1, dated April 24, 2024 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 2. Section 3 “TERM” of the Contract is hereby amended to read as follows: “The term of this Agreement is from September 29, 2025, to September 28, 2027, inclusive, subject to the provisions of Sections R and W of the General Terms and Conditions.” Docusign Envelope ID: 4D3E56A1-423E-4923-AC4A-3266BBC642AB Vers.: Aug. 5, 2019 Page 2 of 4 SECTION 3. Section 5 “COMPENSATION FOR ORIGINAL TERM” of the Contract is hereby amended to read as follows: “CITY shall pay and CONTRACTOR agrees to accept as not-to-exceed compensation for the full performance of the Services and reimbursable expenses, if any: A sum calculated in accordance with the fee schedule set forth at Exhibit C, not to exceed a total maximum compensation in amount of Four Hundred Sixty Thousand Dollars ($460,000). CONTRACTOR agrees that it can perform the Services for an amount not to exceed the total maximum compensation set forth above. Any hours worked or services performed by CONTRACTOR for which payment would result in a total exceeding the maximum amount of compensation set forth above for performance of the Services shall be at no cost to CITY. CITY has set aside the sum of dollars ($ ) for Additional Services. CONTRACTOR shall provide Additional Services only by advanced, written authorization from the City Manager or designee. CONTRACTOR, at the CITY’s request, shall submit a detailed written proposal including a description of the scope of services, schedule, level of effort, and CONTRACTOR’s proposed maximum compensation, including reimbursable expense, for such services. Compensation shall be based on the hourly rates set forth above or in Exhibit C (whichever is applicable), or if such rates are not applicable, a negotiated lump sum. CITY shall not authorize and CONTRACTOR shall not perform any Additional Services for which payment would exceed the amount set forth above for Additional Services. Payment for Additional Services is subject to all requirements and restrictions in this Agreement.” SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this Amendment and into the Contract by this reference: a. Exhibit “C” entitled “SCHEDULE OF FEES”, AMENDED, REPLACES PREVIOUS. SECTION 5. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) Docusign Envelope ID: 4D3E56A1-423E-4923-AC4A-3266BBC642AB Vers.: Aug. 5, 2019 Page 3 of 4 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO _______________________________ City Manager APPROVED AS TO FORM: ________________________________ City Attorney or designee KOFFLER ELECTRICAL MECHANICAL APPARATUS REPAIR, INC. Officer 1 By:__________________________ Name:_______________________ Title:________________________ Officer 2 By:__________________________ Name:_______________________ Attachments: Exhibit “C” entitled “SCHEDULE OF FEES, AMENDMENT NO. 2”, AMENDED, REPLACES PREVIOUS. Docusign Envelope ID: 4D3E56A1-423E-4923-AC4A-3266BBC642AB Manager Kerry Koffler Ren Anderson CFO Vers.: Aug. 5, 2019 Page 4 of 4 EXHIBIT C SCHEDULE OF FEES, AMENDMENT NO. 2 (AMENDED, REPLACES PREVIOUS) SHOP FIELD SERVICE PREVAILING WAGE Straight Time $175 Straight Time $240 Straight Time $285 Over Time $241 Over Time $320 Over Time $365 Double Time $303 Double Time $400 Double Time $440 All hours up to 8 per day Monday through Friday are at straight time, the following 4 hours are at overtime, any excess hours would be double time. The first 4 hours worked on a Saturday are at overtime rates, any excess hours worked are at double time. All Sunday and Holiday hours worked are at a double time rate. Typically, we do not charge for pick-up and delivery except for the following: • After hours emergency calls. • Overtime hours. • Tractor Trailer pickup-based on weight. • Crane Services-$1,800 with 4 hours minimum (covers equipment and operator) plus $280 per hour for every additional hour after the first four hours. Rates effective until December 31, 2025. Docusign Envelope ID: 4D3E56A1-423E-4923-AC4A-3266BBC642AB