AGENDA REPORT APPROVAL OF A CORRESPONDING CHANGE PURCHASE ORDER TO ZAHRA FARIMANI DBA ZF ALEXANDER, INC. FOR THESE SERVICES

Transcription

1 AGENDA REPORT Meeting Date: Item Number: To: From: Subject: January 8, 2019 D- 7 Honorable Mayor and City Council Logan Phillippo, Policy & Management Analyst AMENDMENT NO.1 TO THE AGREEMENT BETWEEN THE CITY OF BEVERLY HILLS AND ZAHRA FARIMANI, AN INDIVIDUAL, DBA ZF ALEXANDER, INC. FOR PROFESSIONAL CONSULTING SERVICES RELATED TO PROJECT MANAGEMENT FOR CITY S REAL ESTATE AND PROPERTY MANAGEMENT FUNCTION; AND APPROVAL OF A CORRESPONDING CHANGE PURCHASE ORDER TO ZAHRA FARIMANI DBA ZF ALEXANDER, INC. FOR THESE SERVICES Attachments: 1. Amendment No. 1 to Agreement RECOMMENDATION Staff recommends City Council (1) approve Amendment No. 1 to the Agreement between the City of Beverly Hills and Zahra Farimani DBA ZF Alexander, Inc. for Consulting Services Related to Project Management for City s Real Estate and Property Management Function (Agreement ) and (2) approve a corresponding change purchase order to Zahra Farimani DBA ZF Alexander, Inc. for these services. INTRODUCTION This recommended Amendment No. 1 to Agreement would increase the Agreement s consideration by $40,000 for a total not-to-exceed amount of $90,000 to account for anticipated expenses for the remainder of Fiscal Year This Agreement will expire on June 30, Attachment 1 includes the recommended Amendment No. 1. Attachment 2 includes the original Agreement Page 1 of 3 1/3/2019

2 Meeting Date: January 8, 2019 DISCUSSION ZF Alexander is a development, project, and construction management company that supports the City s Real Estate and Property Management function as it relates to maintenance, repair, upgrades, and tenant improvements at properties leased by the City and/or Parking Authority. Work is performed on an as-needed basis as directed by the City and is based on contractual hourly rates. The consultant provides the following services: Evaluating existing site conditions; Interfacing with City tenants during site visits; Coordinating with appropriate City staff; Advising the City of cost, schedule, and construction impacts of tenant improvement projects; Reviewing concept and schematic designs; Recommending modifications to tenants proposed improvements; Monitoring the performance of all project participants under various contracts and reviewing all billings in connection with projects; Developing and maintaining project schedules; Developing project budgets; Coordinating tenant meetings; Conducting value engineering analysis for the most effective expenditure of construction funds; Conducting field observations; and Performing project acceptance and close out activities. The amended Agreement would have a total not-to-exceed consideration in the amount of $90,000. Compensation for services is based on hourly rates. The Agreement contemplates a range of hourly rates between $70 and $175 per hour depending on classification (principal, project manager, etc.). However, the City currently pays a combined property management rate of $98.00 per hour for most work associated with this Agreement. The City is currently negotiating several leases for real property that necessitate these services so that the City may review proposed tenant improvement plans, evaluate site conditions, and assess the extent of required landlord work. As such, the City has utilized most of this Agreement s not-to-exceed $50,000 consideration. The additional $40,000 budget for the remainder of the Fiscal Year will ensure sufficient funds are available for both planned and unplanned activities in connection with the scope of work through June 30, The consultant is highly familiar with City facilities and has more than 15 years of project management experience on a wide range of projects from facility repairs to construction of City facilities. The consultant offers historical continuity and expertise that is of high value to the City. Pursuant to Beverly Hills Municipal Code Section , professional services are exempt from bidding requirements. As such, a formal bidding procedure was not conducted for the execution of this particular Agreement. Page 2of3 1/3/2019

3 Meeting Date: January 8, 2019 FISCAL IMPACT Staff is budgeting approximately $40,000 for the remainder of the current Fiscal Year and is recommending a $40,000 increase to Purchase Order Funding in this amount is available as part of Capital Improvement Program 00349, Tenant Improvement Program ( ). No additional appropriations are requested at this time. Mahdi Aluzri Approved By Page 3of3 1/3/2019

4 Attachment 1

5 AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY Of BEVERLY HILLS AND ZAHRA FARIMANI, AN INDIVIDUAL, DBA Zf ALEXANDER, INC. for PROFESSIONAL CONSULTING SERVICES RELATED TO PROJECT MANAGEMENT FOR CITY S REAL ESTATE AND PROPERTY MANAGEMENT function NAME OF CONSULTANT: RESPONSIBLE PRINCIPAL OF CONSULTANT: CONSULTANT S ADDRESS: CITY S ADDRESS: ZAHRA farimani, AN INDIVIDUAL, DBA ZF ALEXANDER, INC. Zahra F arimani, President 822 Westholme Ave Los Angeles, CA, Attention: Zahra Farimani, President City of Beverly Hills 455 N. Rexford Drive Beverly Hills, CA Attention: Logan Phillippo, Policy & Management Analyst COMMENCEMENT DATE: April 23, 2018 TERMINATION DATE: June 30, 2019, unless extended pursuant to Section 2 of this Agreement CONSIDERATION: Original Agreement: Not to exceed $50, Amendment No. 1: Additional not to exceed $40, Total: Not to exceed $90, B07$5-0001\ v1 doc

6 AMENDMENT NO. I TO THE AGREEMENT BETWEEN THE CITY Of BEVERLY HILLS AND ZAHRA farimani, AN fndividual, DBA Zf ALEXANDER, INC. FOR PROFESSIONAL CONSULTING SERVICES RELATED TO PROJECT MANAGEMENT FOR CITY S REAL ESTATE AND PROPERTY MANAGEMENT FUNCTION This Amendment No. us to that certain Agreement between the City of Beverly Hills (hereinafter called CITY ), and Zahra Farimani, an individual, DBA Zf Alexander, Inc. (hereinafter called CONSULTANT ) dated April 30, 2018 and identified as Contract No ( Agreement ). RECITALS A. CITY and CONSULTANT entered into an Agreement for professional consulting services related to project management for CITY s real estate and property management function. B. CITY and CONSULTANT desire to amend the Agreement to increase the consideration to compensate CONSULTANT for CITY required additional services. NOW, THEREFORE, the parties agree as follows: Section 1. The Consideration shall be amended as set forth on the cover page. Section 2. Exhibit 3, Schedule of Payment and Rates, shall be amended and restated as attached hereto and incorporated herein. Section 3. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect. BO7$5OOO1\224O639v1 doc 2

7 EXECUTED the day of, 20, at Beverly Hills, California. CITY OF BEVERLY HILLS A Municipal Corporation JULIAN A. GOLD, M.D. Mayor of the City of Beverly Hills ATTEST: LOURDES SY-RODRIGUEZ Assistant City Clerk CONSULANT: ZAHRA FARIMANI, AN INDIVIDUAL, DBA ZF ALEXANDER, INC. ZAHRA FARIMANI President ALEXANDER ROHANI Secretary APPROVED AS TO FORM: APPROVED AS TO CONTENT: LAURENCE S. WIENER City Attorney MAHDI ALUZRI City Manager GEORGE CHAVEZ Assistant City Manager SHARON L HEUREUX DRESSEL Risk Manager B07$5-000 I \ v I doc 3

8 EXHIBIT B SCHEDULE Of PAYMENT AND RATES CITY shall compensate CONSULTANT for the satisfactory performance of the work described in this Agreement in a total amount not to exceed Ninety Thousand Dollars ($90,000.00), including all labor taxes, and expense, and in accordance with the hourly rates set forth below. The following rates are effective as of January 1, 2018 through December 31, CONSULTANT shall notify CITY in writing and with 30-days advance notice of any modifications to these rates that may be effective after December 31, Classification Hourly Rate Principal $ Project Manager $ Assistant Project Manager $ QCManager $ Property Management $98.00 (Combined rate! excluding TI) Project Engineer $90.00 Environmental Compliance Monitor $70.00 Reimbursable Expenses The following reimbursable expenses reasonable incurred in the peformance of the Agreement will be charged at cost without markup: Mileage, I.R.S. standard rate Parking Printing Messenger & Delivery Services Sub-contracts will be charged at cost plus 5% CONSULTANT shall submit an itemized statement to CITY for its services performed, which shall include documentation setting forth in detail a description of the services rendered and the hours of service. CITY shall pay CONSULTANT the undisputed amount of such undisputed billing within thirty (30) days of receipt of same B I \ v 1 doc 4