AGENDA REPORT
Meeting Date: March 21, 2023
Item Number:
To: Honorable Mayor & City Council
From: Michael Hensley, Deputy Director of Public Works, Operations Craig Crowder, Fleet & Facilities Manager
Judi Tamasi, Senior Management Analyst
Subject: AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND GEORGE S. HALL, INC. FOR
FACILITIES ENGINEERING OPERATIONS AND MECHANICAL
MAINTENANCE AT CITY PROPERTIES; AND
APPROVAL OF A CHANGE PURCHASE ORDER FOR FISCAL
YEAR 2022/23 IN THE AMOUNT OF $87,342 FOR A TOTAL
NOT-TO-EXCEED AMOUNT OF $1,451,898; AND
APPROVAL OF A ONE-TIME APPROPRIATION OF $39,500
FROM THE CAPITAL ASSETS FUND AND $39,500 FROM THE
PARKING ENTERPRISE FUND FOR FISCAL YEAR 2022/23;
AND
APPROVAL OF AN ONGOING APPROPRIATION OF $161,500
FROM THE CAPITAL ASSETS FUND AND $161,500 FROM THE
PARKING ENTERPRISE FUND TO BEGIN IN FISCAL YEAR
2023/24
Attachments: 1. Amendment No. 1
RECOMMENDATION
Staff recommends City Council (1) approve Amendment No. 1 to Agreement 755-22 with George S. Hall, Inc. to add general facilities maintenance of tenant locations to the already existing facilities engineering operations and mechanical maintenance agreement, (2) approve a change purchase order for Fiscal Year 2022/23 in the amount of $87,342 for a total not-to-exceed amount of $1,451,898, (3) approve a one-time appropriation from the Capital Assets Fund in the amount of $39,500 and from the Parking Enterprise Fund in the amount of $39,500 for Fiscal Year 2022/23, (4) and approve an ongoing appropriation
BEVERLY
HILLS
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Meeting Date: March 21, 2023
from the Capital Assets Fund in the amount of $161,500 and from the Parking Enterprise Fund in the amount of $161,500 to begin in Fiscal Year 2023/24. This amendment incorporates general facilities maintenance at the City’s leased properties.
INTRODUCTION
On December 13, 2022, City Council approved an agreement with George S. Hall, Inc. (“GSH”) for facilities engineering operations and mechanical maintenance at all City facilities, including tenant properties. Staff also completed a competitive Request for Proposals (“RFP”) process for general maintenance of City leased properties that included a scope of services currently performed by City Facilities Services staff. This scope also included other contracted work such as pest control. Staff negotiated the outsourcing of tenant facilities maintenance work with the Beverly Hills Municipal Employees Association (“MEA”) and the side letter agreement has been completed. To move forward with outsourcing this work, staff recommends that City Council approve an amendment to the agreement with GSH to incorporate the scope and pricing for general facilities maintenance at City leased properties.
DISCUSSION
The City provides building maintenance services to approximately 65 buildings and facilities with a total area of approximately 3,200,000 square feet. The Public Works Department maintains these buildings using a combination of City staff and service providers through ongoing maintenance agreements and capital projects. Specifically, at City leased properties, general facilities maintenance is currently conducted by City Facilities Services staff and a number of contractors (e.g., pest control, janitorial, electronic key card access, facilities engineering and mechanical services, etc.), through coordination with Facilities Services staff and the City’s Tenant Relations Coordinator.
The timing for the RFP process for the maintenance of City’s leased properties overlapped with the RFP process for facilities engineering and mechanical services. Both of these RPPs called for a Project Manager position to ensure that the scopes of work and service level standards are met. Combining these two services into one agreement allows the Project Manager from the selected firm to oversee both scopes outlined in the RFPs and provides one point-of-contact for City staff on all facilities engineering, mechanical and tenant maintenance needs. The tenant maintenance amendment to the facilities and mechanical engineering contract was developed to improve service levels at tenant locations by providing that single point of contact for maintenance at City’s leased properties, a more robust scope of work, including use of subcontractors, additional after hours and weekend emergency support and more dedicated staff to address tenant maintenance issues.
In addition to higher service levels, the Facilities Maintenance program lost three full-time Facilities Maintenance Mechanics to the CalPERS early retirement incentive program, leaving a reduced amount of City staff to address all City and tenant facilities maintenance needs. Outsourcing general tenant maintenance would provide additional resources to support maintenance of City occupied facilities, including parks and parking structures.
Proposed Amendment
Below are the highlights of the proposed amendment that would encompass general facilities maintenance at City’s leased properties:
Meeting Date: March 21, 2023
• Two dedicated facilities maintenance staff, plus seven staff on the facilities engineering side plus a Project Manager to oversee all work (already included in the existing agreement), and subcontractors who will provide additional support • Ongoing/regular pest inspection at additional tenant facilities • Ongoing/regular roof inspections
• Defined standards of service for certain types of ongoing/regular maintenance • Request that the proposer include a software application with robust work order tracking and reporting capabilities
• Centralized records management systems, including a written maintenance program for each tenant location
• After-hours and weekend support for tenant maintenance service requests • Onsite work expected to start April 1, 2023.
o 1st year is prorated to account for the April 1 start date for onsite work and to make the annual price escalations coincide with the annual union wage adjustments which take effect November 1 each year
• $21,746.48 initial monthly rate for regular/ongoing maintenance • Hourly rate provided for as-needed work
• Allowances for work on proprietary systems
• 15% as-needed consideration for unplanned maintenance services • 10% contingency amount-not used unless deemed necessary The above-listed terms in the proposed amendment are similar to the terms in the existing GSH contract for facilities engineering and mechanical services:
Ongoing/Regular General Facilities Maintenance at City’s Leased Properties The bulk of the proposed amendment is for ongoing/regular general facilities maintenance at the City’s leased properties systems. Similar to the existing scope in the GSH agreement, the proposed monthly cost includes contracted labor wages, subcontractor costs, materials and supplies, vehicles, equipment, administrative costs and profit.
Invoices are submitted monthly. Staff will review the completed work orders and invoices and get regular updates from GSH on the success of the tenant maintenance program.
Staff will also review GSH’s subcontractor invoices to ensure that the pass-through charges are correct. Below are examples of ongoing/regular general facilities maintenance at City’s leased properties:
• Pest inspection and control
• Plumbing general maintenance and minor repairs
• Roof inspection and repair
As-Needed General Facilities Maintenance at City’s Leased Properties The proposed amendment contains an additional 15% for as-needed general facilities maintenance at City’s leased properties based on the monthly ongoing/regular costs amount in the agreement. These as-needed services are identified when conducting inspections and routine maintenance. Facilities staff will review each request for asneeded services submitted by GSH to determine if the request is warranted. Staff will also look to determine if other maintenance options are available. The agreement includes language that GSH must look for the best value for the City and get multiple quotes for repairs. The City then reviews the work once completed and confirms the proper amount was charged on the monthly invoice for as-needed services. Below are examples of asneeded maintenance services.
Meeting Date: March 21, 2023
• Glass repair/replacement
• Sewer line minor repair/replacement
• Specialized metal/stone maintenance
In addition to the amendment, staff is requesting appropriations to cover the enhanced and additional services including in the proposed amendment. Details of the appropriation requests are included in the fiscal impact section of this report.
FISCAL IMPACT
The total estimated value of the amendment over the total available term of the agreement, including potential extensions, is $1,727,901 for general facilities maintenance at the City’s leased properties (see table below). This amendment is in addition to the total value of the existing agreement, including potential extensions, for facilities engineering and mechanical services for City facilities, including tenant locations, of $16,742,988.
Total Estimated Value of the Amendment With GSH
Year
Subtotal
Ongoing/
Regular Costs
Tenant
General
Facilities
Maintenance
Subtotal AsNeeded
Costs Tenant
General
Facilities
Maintenance
(at 15%)**
Subtotal
Contingency
Tenant
General
Facilities
Maintenance
(at 10%)
Subcontract
-or
Allowances
for
Proprietary
Systems
Grand Total
Tenant
General
Facilities
Maintenance
1* $152,225 $22,834 $17,506 $11,233 $203,798
2 $270,091 $40,514 $31,060 $19,930 $361,595
3 $279,544 $41,932 $32,148 $20,627 $374,251
4 $289,329 $43,399 $33,273 $21,349 $387,350
5 $299,455 $44,918 $34,437 $22,097 $400,907
Total $1,290,645 $193,597 $148,424 $95,236 $1,727,901
*Year 1 consists of seven months of onsite work (April 1, 2023-October 31, 2023).
Remaining years each consist of 12 months.
**As-needed estimates and contingency are not applied to allowances.
Funding for the proposed purchase orders comes from the Facilities Maintenance (Fund 405) and Parking Services (Fund 810) operating budgets.
Based on an onsite work start date of April 1, 2023, the change purchase order for the final three months of Fiscal Year 2022/23 will be $87,342, increasing the total purchase order amount to $1,451,898. There are existing budgeted amounts for contracts and supplies for maintenance work at tenant locations that will partially fund the cost of the increased scope of services now to be handled by GSH, with the balance requiring a onetime appropriation for Fiscal Year 2022/23 of $79,000, which includes $39,500 from the Capital Assets Fund (405 Facilities Maintenance) and $39,500 from the Parking Enterprise Fund (810 Parking Operations).
Beginning in Fiscal Year 2023/24, the annual contract amount with GSH would increase by $361,595, to incorporate the additional scope of services of this Amendment No. 1; this Meeting Date: March 21, 2023
will increase by 3.5% in each subsequent year over the term of the agreement. Once again, accounting for existing budgeted amounts for contracts and supplies for maintenance work at tenant locations, staff is requesting an ongoing appropriation starting in Fiscal Year 2023/24 totaling $323,000, which includes $161,500 from the Capital Assets Fund (405 Facilities Maintenance), and $161,500 from the Parking Enterprise Fund (810 Parking Operations). If approved by City Council, these amounts will be included in the ongoing operational budget starting in Fiscal Year 2023/24. To the extent additional contract escalations cannot be absorbed by the Facilities Maintenance and Parking Operations budgets, staff may need to bring forward budget enhancement requests to cover contractual escalations.
Jeff S. Muir,
Director of Finance
Shana Epstein,
Director of Public Works
Approved By Approved By
Attachment 1
B0785-0001\2780020v4.doc
AMENDMENT NO. 1 TO AN AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND GEORGE S. HALL, INC. FOR
FACILITIES ENGINEERING OPERATIONS AND MECHANICAL
MAINTENANCE AT CITY PROPERTIES
NAME OF CONTRACTOR: George S. Hall, Inc.
RESPONSIBLE PRINCIPAL OF CONTRACTOR: Reginald R. Denson, Regional Director of Operations
CONTRACTOR’S ADDRESS: 515 S. Flower St., 18th Floor
Los Angeles, CA 90071
Attention: Reginald R. Denson, Regional
Director of Operations
CONTRACTOR’S E.I.N/TAX I.D. NO.: 36-4117017
CITY’S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Shana E. Epstein, Director of
Public Works
COMMENCEMENT DATE: December 7, 2022
TERMINATION DATE: October 31, 2023, unless extended
pursuant to Section 2 of the Agreement
CONSIDERATION: Total not to exceed: $18,470,889
CITY FACILITIES (INCLUDING PARKING
STRUCTURES):
Not to exceed $1,777,550 for the first year
(February 1, 2023-October 31, 2023) for
ongoing/regular and as-needed services as
escalated annually in future years as
described in Exhibit B.
Contingency for ongoing/regular and as- needed services shall not exceed ten percent (10%) of these amounts.
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Consideration is subject to any cost
increases, additions, or deletions as
authorized in the Agreement, payable as
provided in the Agreement.
TENANT FACILITIES:
CONTRACTOR shall also perform the
services set forth in Add Alternate No. 1
upon commencement of the term of the
Agreement:
Not to exceed $460,980 for the first year
(February 1, 2023-October 31, 2023) for
ongoing/regular and as-needed services as
escalated annually in future years as
described in Exhibit B (Tenant Facilities).
Contingency for ongoing/regular and as- needed services shall not exceed ten percent (10%) of these amounts (Tenant
Facilities).
Consideration is subject to any cost
increases, additions, or deletions as
authorized in the Agreement, payable as
provided in the Agreement (Tenant
Facilities).
TENANT FACILITIES-GENERAL
FACILITIES MAINTENANCE
CONTRACTOR shall also perform the
general facilities maintenance at CITY’s
leased properties upon execution of
Amendment No. 1
Not to exceed $186,292 for the first year
(April 1, 2023 - October 31, 2023) for
ongoing/regular and as-needed general
facilities maintenance at CITY’s leased
properties escalated annually in future years
as described in Exhibit B (Tenant Facilities- General Facilities Maintenance) Contingency for ongoing/regular and as- needed general facilities maintenance at CITY’s leased properties shall not exceed
ten percent (10%) of these amounts (Tenant
Facilities-General Facilities Maintenance)
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Consideration is subject to any cost
increases, additions, or deletions as
authorized in the Agreement, payable as
provided in the Agreement (Tenant Facilities- General Facilities Maintenance) DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 4 B0785-0001\2780020v4.doc
AMENDMENT NO. 1 TO AN AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND GEORGE S. HALL, INC. FOR
FACILITIES ENGINEERING OPERATIONS AND MECHANICAL
MAINTENANCE AT CITY PROPERTIES
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY"), and George S.Hall, Inc. (hereinafter called "CONTRACTOR") dated December 13, 2022 and identified as Contract No. 755-22 (“Agreement”).
RECITALS
A. CITY and CONTRACTOR entered into a written agreement for facilities engineering operations and mechanical maintenance at CITY properties.
B. CITY and CONTRACTOR desire to amend the Agreement to increase the Consideration and amend the Scope of Work to include general facilities maintenance at CITY’s leased properties.
NOW, THEREFORE, the parties agree as follows:
Section 1. The Consideration shall be amended as set forth on the cover page of this Agreement.
Section 2. Exhibit A “Scope of Services” shall be amended to add Attachments 9 and 10 to Exhibit A, which are attached hereto and incorporated herein.
Section 3. Exhibit B “Schedule of Payment and Rates” shall be amended and restated as attached hereto and incorporated herein.
Section 4. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the day of 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
____________________________
LILI BOSSE
Mayor of the City of Beverly Hills, California
______________________(SEAL)
HUMA AHMED
City Clerk
[Signatures continue]
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CONTRACTOR: GEORGE S. HALL, INC.
By:
STEVE WALLIS
Chief Operating Officer
By:
KEVIN O’KEEFFE
Chief Financial Officer
APPROVED AS TO FORM: APPROVED AS TO CONTENT: _______________________ ____________________________ LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager ____________________________ SHANA E. EPSTEIN Director of Public Works _________________________ MICHAEL V. HENSLEY Deputy Director of
Public Works - Operations ____________________________ SHARON L’HEUREUX DRESSEL Risk Manager
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EXHIBIT A
SCOPE OF SERVICES
CONTRACTOR shall perform the following services to the commercially reasonable satisfaction of CITY.
A. Ongoing/Regular Services
Ongoing/regular facilities engineering operations and mechanical maintenance shall include, but not be limited to, preventative maintenance on building systems and other maintenance (e.g., HVAC, fire and life safety, electrical/mechanical, etc.). The maps and matrix in Attachment 7 to Exhibit A provide an overview and the following provides a complete list and details. Attachment 3 lists services that have pre-defined standards of service.
NOTE: See “Tenant Locations” below for description of four select services included at tenant locations in this base Scope of Services. See Add Alternate No. 1 (Attachments 6 and 8) for additional services required at tenant locations.
HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) Inspection/diagnosis, operation, and preventative maintenance of all components of the Civic Center central HVAC/mechanical system including Central Plant.1 Inspection/diagnosis, operation, and preventative maintenance of all other HVAC/mechanical systems in CITY-owned facilities, not covered by the Civic Center's Central Plant system.1 Inspection/diagnosis, operation, and preventative maintenance of all HVAC/mechanical control systems and functionality of control systems.1 Use and maintenance of filtration systems with appropriate High Efficiency Particulate Air (HEPA) filters, Minimum Efficiency Reporting Value (MERV) 13 filters, and/or other air cleaners in all locations as applicable.2 Gun range filter and pre-filter replacement at Police Department. Providing CITY with recommendations for improvements to increase efficiency in the operation of HVAC and/or control systems.
FIRE AND LIFE SAFETY (FLS) FLS systems maintenance/testing/inspection/monitoring/certification.3,4 Includes maintenance, certification, and replacement (as needed) of fire extinguishers.5 -CONTRACTOR or their designated subcontractor shall be registered with the compliance engine (https://thecomplianceengine.com/) and perform all required testing of fire alarm and fire sprinklers systems to stay in compliance with all applicable regulatory 1 For any work affecting HVAC controls, see Attachment 5. 2 Includes replacement of filters on a regular basis per best management practices (minimum MERV-13 standards or equal).
3 See proprietary systems description in Attachment 1 Section 1 (first page) and Attachment 5 List of Proprietary Systems.
4 Includes fire alarm monitoring.
5 CONTRACTOR will also be responsible for refilling approximately 61 vehicle-specific fire extinguishers for CITY.
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requirements. All reports shall be uploaded to the compliance engine and a receipt kept on file. The CONTRACTOR or their subcontractor is also responsible for annual fire extinguisher testing and tag updates and Hydro testing (and replacement if needed) of bottles on 5-year intervals. Elevator smoke guard maintenance and service. Ansul service.
OTHER ELECTRICAL/MECHANICAL
Proper operation, service, maintenance, testing, and code-required inspections of electrical systems:
*480v/120v electrical panel
*Main electrical panel or high voltage subpanel, including infrared scanning of electrical panels6
*Other electrical systems. Proper operation, service, maintenance, testing, and code-required inspections of all facility emergency generating systems, and associated switchgear. Load bank testing. Inverter service, where applicable. Proper operation, service, maintenance, testing, and code-required inspections of CITY- owned decorative/architectural water fountains, including pumps, plumbing, electrical systems, lighting and control systems (sculpture, basins, tile and architectural features are excluded).
OTHER SERVICES
Lighting systems functionality and integration with the Building Management System. Proper operation, service, maintenance, testing, and code-required inspections of carbon monoxide exhaust systems.7 Range hood service, cleaning, and maintenance. Proper operation, service, maintenance, and testing of all components of Civic Center Central Plant including water treatment and the plant automation system. Proper operation, service, maintenance, and testing of all other building-related water or wastewater pumping systems (sump pumps) in CITY-owned Facilities, not covered by the Civic Center's Central Plant system. Providing chemical monitoring and maintenance for hot water and chilled water closed loop systems at multiple locations. Plumbing
-Ejection systems functionality, service, and maintenance -Sewer ejection systems functionality, service, and maintenance -Storm water pumps (sumps) maintenance
Proper operation, service and maintenance of kitchen equipment. Coordination with utility providers, when needed. Gun range cleaning. (See below for details.)
GUN RANGE CLEANING DETAILS
Gun range cleaning/lead abatement at the Police Department consists of the following tasks twice annually:
6 This is for any location with an electrical panel.
7 Carbon monoxide (CO) sensors, garage exhaust fans, etc.
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i. Remove lead, incidental debris, and brass shells from CITY Police Department’s indoor firing range. All work will be performed by appropriately trained employees, following all applicable regulatory direction, utilizing appropriate PPE (personal protective equipment), and following environmental protections to assure employee and public safety during the course of the project.
ii. CONTRACTOR or subcontractor will employ separation and vacuum equipment as necessary to fraction and remove lead bullets from the rubber backstop material and bring the rubber behind the yellow demarcation line.
iii. CONTRACTOR or subcontractor shall transport the recovered lead and brass shells to an EPA (Environmental Protection Agency)-permitted recycling facility.
CONTRACTOR shall provide CITY with a certificate within 10 days. iv. CONTRACTOR or its subcontractor shall comply with all local, state and federal laws and regulations in connection with the cleaning, transportation and disposal of the lead, incidental debris and brass shells from CITY’s indoor firing range.
TENANT LOCATIONS
Specifically, select services (a subset of the services listed above) are included at CITY-leased tenant properties in the ongoing/regular Scope of Services. (Refer also to Attachment 7 City Maps and Matrix of Facilities Engineering Operations and Mechanical Maintenance at City Properties.) Fire alarm monitoring. Elevator smoke guard maintenance and service. Switchgear maintenance. Load bank testing.
The majority of the facilities engineering operations and mechanical maintenance at CITY's tenant leased properties is included in Add Alternate No. 1 (Attachments 6 and 8). (CONTRACTOR shall also perform the services set forth in Add Alternate No. 1.) B. As-Needed Services
As-needed facilities engineering operations and mechanical maintenance services will be part of this Agreement. These as-needed services would be billed to CITY in addition to the fixed monthly invoice amount for the ongoing/regular Scope of Services.
CONTRACTOR shall submit a detailed cost estimate (including labor, materials and equipment costs) for as-needed maintenance work and obtain approval from the Administrator8, prior to scheduling of the work (see sections Authorization of Work Conducted by Contractor and Obtaining Competitive Pricing of Subcontractors in Attachment 1 Section 2, City Expectations for thresholds).
As-needed services could fall into the categories listed above in Section A Ongoing/Regular Services but would be beyond regular service or preventative maintenance. As-needed services could include major repairs or replacement, sump pump repairs, or upgrades to HVAC systems, and could include urgent/emergency response. There may be additional as-needed services that may arise, which are not listed.
8 The CITY’s Administrator is defined as the Fleet and Facilities Manager or their designee.
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C. Building Improvements
CITY expects CONTRACTOR to coordinate, supervise, and perform minor building improvements related to facilities engineering operations and mechanical maintenance, as directed by CITY.
These types of minor building improvements will be communicated with a list of improvements and/or field sketches. They do not typically require any type of engineering services or construction documents. CONTRACTOR must obtain approval from the Administrator prior to implementing any building improvement requests not initiated by CITY. The Administrator will determine if the proposed work will be (a) implemented by CONTRACTOR (and/or subcontractors) billed additionally under the current facilities engineering operations and mechanical maintenance agreement, (b) implemented by CONTRACTOR (and/or subcontractors) under a separate agreement with CITY, or (c) managed and implemented by CITY (using a separate agreement[s] between CITY and other contractor[s]).
CITY will take the lead on implementing and managing larger and more complex building improvements such as large system replacements, lighting projects, utility size upgrades, etc. If the building improvement is managed and implemented by CITY, CONTRACTOR’s role might be to assist with ancillary systems work being affected by the building improvement process.
CONTRACTOR is responsible for assisting with noticing the tenants and/or coordinating any ancillary systems work that might affect tenants (as applicable) under Add Alternate No. 1.
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In addition to the Scope of Services text above, see additional details regarding Scope of Services in Attachments to Exhibit A:
ATTACHMENT 1 TO EXHIBIT A-ADDITIONAL ADMINISTRATIVE TASKS ATTACHMENT 2 TO EXHIBIT A-ADDITIONAL AGREEMENT TERMS
ATTACHMENT 3 TO EXHIBIT A–STANDARDS OF SERVICE
ATTACHMENT 4 TO EXHIBIT A-INFECTIOUS DISEASE
ATTACHMENT 5 TO EXHIBIT A-LIST OF PROPRIETARY SYSTEMS
ATTACHMENT 6 TO EXHIBIT A-ADD ALTERNATE NO. 1
ATTACHMENT 7 TO EXHIBIT A-CITY MAPS AND MATRIX OF FACILITIES ENGINEERING
OPERATIONS AND MECHANICAL MAINTENANCE AT CITY PROPERTIES ATTACHMENT 8 TO EXHIBIT A-MATRIX OF ADD ALTERNATE NO. 1-CITY TENANT
LOCATIONS-FACILITIES ENGINEERING OPERATIONS AND MECHANICAL MAINTENANCE ATTACHMENT 9 TO EXHIBIT A-GENERAL FACILITIES MAINTENANCE AT CITY’S LEASED
PROPERTIES-SCOPE OF SERVICES, STANDARDS OF SERVICE, AND LIST OF
PROPRIETARY SYSTEMS
ATTACHMENT 10 TO EXHIBIT A-CITY MAPS
AND MATRIX OF ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES
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ATTACHMENT 9 TO EXHIBIT A
GENERAL FACILITIES MAINTENANCE
AT CITY’S LEASED PROPERTIES
SCOPE OF SERVICES, STANDARDS OF SERVICE,
AND LIST OF PROPRIETARY SYSTEMS
CONTRACTOR shall provide general facilities maintenance at CITY’s leased properties and provide excellent customer response to tenants’ service requests.
The same requirements for the base Scope of Services (Facilities Engineering Operations and Mechanical Maintenance at CITY Properties) and Add Alternate No. 1 (City Tenant Locations- Facilities Engineering Operations and Mechanical Maintenance) in the Agreement apply to this Amendment, General Facilities Maintenance at CITY’s Leased Properties (e.g., management and administrative responsibilities of CONTRACTOR, prevailing wage compliance, financial and records management, additional agreement terms, etc.). There are additional requirements related to general facilities maintenance at CITY’s leased properties, as described below.
1. Additional Management and Administrative Responsibilities of CONTRACTOR for General Facilities Maintenance at CITY’s Leased Properties CONTRACTOR shall be responsible for general facilities maintenance of CITY tenant-leased properties. This includes, but is not limited to, implementing minor improvements at, conducting minor repairs at, and inspecting the tenant-leased properties. This covers maintenance of the buildings (shell and core), including, but not limited to, exterior areas, common interior areas, and tenant units (where applicable). The scope includes ongoing/regular maintenance (including preventative maintenance; further discussed in Section 3.A. below and the matrix in Attachment 10 to Exhibit A of this Agreement and as-needed (reactive/emergency) maintenance (further discussed in Section 3.B. below). This includes scheduled and unscheduled work. See also Section 3.C. Building Improvements. The Tenant Relations Coordinator will be representing CITY and will be the single point of contact with CONTRACTOR. All work on an ongoing basis shall be coordinated with CITY’s Tenant Relations Coordinator.
CONTRACTOR shall coordinate with other CITY contractors, subcontractors and/or other vendors (as applicable) and provide access to tenant-leased properties, when necessary.
CONTRACTOR shall subcontract with CITY’s vendors for proprietary systems (i.e., card key access control system, communication cabling, and monitoring/maintaining security system).
CONTRACTOR shall notify the Tenant Relations Coordinator and obtain approval prior to performing any work on proprietary systems.14
CONTRACTOR shall be responsible for ensuring the appropriate maintenance inspections and activities are performed prior to a tenant’s move-in and after a tenant’s move-out. 14 For the proprietary systems contractors listed at the end of this attachment that are to be used with no substitutions, an allowance is included in the Agreement. Alternatively, CITY retains the discretion to decide if CITY will retain the contract directly with the current vendor(s) for any of the proprietary systems.
In this case, CONTRACTOR will be responsible for coordinating work with the proprietary system vendor by scheduling and providing access, coordinating the work with tenants, and assisting with noticing.
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CONTRACTOR shall use work order system software to manage, schedule, track and record all maintenance and warranty activities as well as other costs related to the contract. Data shall be updated on a real-time basis and provided to or accessible to CITY staff.
CONTRACTOR shall maintain a log of all tenant requests (requested during general operating hours and after hours), and the subsequent work orders. All inquiry records, at a minimum shall include the following information:
a. Date of notification
b. Time notification received
c. Building address and suite number (or “common areas”) d. Name of customer making inquiry (if available)
e. Telephone number and/or email of customer sending notification f. Designation as a Routine or Emergency or Urgent
g. Request specifications (e.g., “fix toilet,” “ants in building,” etc.) h. Response time to call received
i. Description of work initiated and performed
j. Date and time the work was performed
k. Status of work and completion information
Work orders initiated by CONTRACTOR that were not initiated by a tenant or CITY request (e.g., initiated as a result of an inspection by CONTRACTOR) shall also be documented in the work order system, with similar information as above, as applicable.
CONTRACTOR shall develop an annual written preventive maintenance program for each facility, including maintenance schedules, to be submitted to the Tenant Relations Coordinator within six (6) months of execution of this Amendment for general facilities maintenance at CITY’s leased properties. This program is subject to the approval of the Tenant Relations Coordinator. This program shall be updated as appropriate, but not less than annually. The tenant maintenance program is in addition to the preventative maintenance program detailed in the facilities engineering operations and mechanical maintenance scope of services.
Within 30 days of the execution of the amendment for general facilities maintenance at CITY’s leased properties, CONTRACTOR shall schedule and attend a kick-off meeting with CITY’s Tenant Relations Coordinator and CITY Facilities Maintenance staff to be briefed on the maintenance requirements of each lease.
CONTRACTOR shall conduct all required City, County or State inspections and certifications, as applicable. CONTRACTOR shall monitor regulations for any changes or new regulations that affect maintenance of the CITY’s leased properties and adjust the maintenance program, as needed. CONTRACTOR will notify the Tenant Relations Coordinator of any regulation changes as soon as possible.
2. Additional CITY Expectations for General Facilities Maintenance at CITY’s Leased Properties
Noticing
CONTRACTOR shall provide information and coordinate with the Tenant Relations Coordinator regarding all activities related to upcoming maintenance, repair, and improvement work on and around the properties. The Tenant Relations Coordinator will notify CONTRACTOR on which types of work require advanced notice to tenants. CONTRACTOR will provide the information with enough lead time to meet the advanced notice schedule defined by the CITY’s noticing DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 13 B0785-0001\2780020v4.doc
requirements (except where Tenant Relations Coordinator approves a reduced advanced noticing period, for example, in an urgent or emergency situation). Using information provided by CONTRACTOR, the CITY’s Tenant Relations Coordinator will prepare notices using the CITY’s standard template. CONTRACTOR will be responsible to post such notices on-site.
Operating Hours and Responses by TMC
(a) General Operating Hours
City’s general operating hours are 7:30 am to 5:30 pm (Monday-Thursday) and 8:00 am to 5:00 pm (Friday), excluding City holidays.
During general operating hours, tenant requests will be reviewed by the Tenant Relations Coordinator, and maintenance-related inquiries will be forwarded to CONTRACTOR to be addressed as appropriate. During general operating hours, CONTRACTOR shall respond via email or phone to CITY’s Tenant Relations Coordinator, as soon as possible, but no longer than within 30 minutes. Within a maximum of 48 hours of the initial inquiry, CONTRACTOR shall notify the Tenant Relations Coordinator of the date and time the work is scheduled to be performed.
CONTRACTOR will follow-up regularly with the Tenant Relations Coordinator on the status of the work and the Tenant Relations Coordinator will follow up directly with the tenants regarding the status.
(b) After Hours or Outside of General Operating Hours
After hours or outside of general operating hours, tenants will directly contact CONTRACTOR for requests for service and inquiries. For these after-hours requests, CONTRACTOR may start addressing them if they are maintenance-related and urgent, but CONTRACTOR must inform the Tenant Relations Coordinator (within an hour via email). For these after-hours requests, CONTRACTOR may follow up with the tenant, as appropriate, and to keep a record. For non- urgent or non-emergency trouble calls outside of general operating hours, CONTRACTOR shall inform the Tenant Relations Coordinator as soon as possible, but no later than the next business day with response plans for each request. If the work carries over to general operating hours, CONTRACTOR must inform the Tenant Relations Coordinator of the status and the Tenant Relations Coordinator will follow up directly with the tenants regarding the status of work.
After-hours/emergency inquiries and responses require a 24 hours a day, seven (7) days a week dispatch function. This includes all holidays. All on-site responses are expected within 30 minutes during general operating hours and one hour during after-hours emergency maintenance situations. In urgent or emergency situations, CONTRACTOR shall keep the Tenant Relations Coordinator fully updated on an ongoing basis, as feasible, regarding the status of the emergency, the vendor(s) used to address the emergency, and the cost.
Site Walks, Inspections, and Investigations
CONTRACTOR shall conduct regular site inspections to include but not be limited to assessing and (as applicable) anticipating maintenance needs, safety hazards, customer issues, landscape needs15, curb appeal, signage, and other property amenities.
Obtaining Competitive Pricing of Subcontractors
For as-needed services costing over $10,000/project, CONTRACTOR shall obtain competitive subcontractors pricing (a minimum of three [3] quotes). CONTRACTOR should select the lowest 15Landscaping is not part of this agreement. CONTRACTOR will only notify the Tenant Relations Coordinator of any issues pertaining to landscaping.
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responsive quote, with a determination that the subcontractor can provide high quality work.
Before proceeding with the work or entering into a contract with the subcontractor, CONTRACTOR should present quotes to CITY for consideration and approval.
For urgent/emergency work, subcontractors may be hired on a time and materials basis.
CONTRACTOR shall sign and keep all time tickets.
Sole source (subcontractor) contracts shall be subject to approval by the Tenant Relations Coordinator in advance (except for emergency work).
Utility Services
CONTRACTOR shall coordinate all work related to utility companies. Working upon notice from the Tenant Relations Coordinator, CONTRACTOR shall support and schedule the utility services visits with the designated utility providers and the tenant for the particular tenant space.
3. Scope of Services for General Facilities Maintenance at CITY’s Leased Properties The maintenance work listed for leased properties is separated into Ongoing/Regular Maintenance Work and As-Needed Maintenance Work.
A. Ongoing/Regular General Facilities Maintenance Work at CITY’s Leased Properties
Ongoing/regular maintenance shall include, but not be limited to, preventative maintenance on building systems and other maintenance (e.g., plumbing, minor electrical, pest inspection/control, roof inspection/repair, etc.) at the CITY’s leased properties. Refer to Attachment 10 to Exhibit A for City Maps and Matrix of Ongoing/Regular General Facilities Maintenance at Leased Spaces for an overview and the following for a complete list and details. This matrix is included as a guide; the complete list of ongoing/regular maintenance is described in detail in the following section. See also Standards of Service for Some Maintenance Categories on Matrix at the end of this Attachment 9. Facilities engineering operations and mechanical maintenance services at the CITY’s leased properties (and other CITY facilities) are addressed elsewhere in this Agreement and CONTRACTOR shall also perform such services. Coordination with utility providers in combination with Tenant Relations Coordinator to ensure utilities are provided to desired locations and supported appropriately Plumbing general maintenance and minor repairs
-Bathroom faucet/toilet leaks, unclogging of sinks/toilets, minor pipe repairs, kitchen faucet/pipe leaks, garbage disposal repair/replacement, auto-sensor repair/replacement, auto-sensor battery replacement, etc. -Hydro jetting (scheduled) (Initially CONTRACTOR would provide a one-time service within first 6 months at all the locations where ongoing/regular plumbing is conducted [see Attachment 10 City Maps and Matrix of Ongoing/Regular General Facilities Maintenance at Leased Spaces], then CONTRACTOR would implement an ongoing/regular hydro jetting preventative maintenance program.)
-Ejection systems functionality, service, and preventative maintenance -Sewer ejection systems functionality, service, maintenance and minor repair -Storm water pumps (sumps) maintenance
-Floor drains/sinks maintenance
Electrical general maintenance/minor repairs
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-Light bulbs/ballast replacement16
-Assessing condition and functionality of power outlets, light switches, and breakers, and repair or replace as-needed (at common areas and vacant tenant spaces) -Coordinating access and scheduling with Southern California Edison and tenant for regular maintenance
Any maintenance work needed for communication cabling from public right-of-way to the main telecommunication closet of each building and coordination with utility provider. (Communications refers to data and voice cabling.) Pests -Inspections for pests at all locations
-Active pest control - insect and rodent control (ongoing/regular) Roofing -Roof inspections/assessments to identify areas needing repair -Roof drains service/maintenance
-Roof area regular cleaning (removal of debris, leaves, etc.) -Minor repairs (e.g., patching) Doors/locks general maintenance (e.g., hinges, door lock operations, closer operations, minor replacement of parts, etc.).17, 18 (CONTRACTOR shall notify and obtain approval from the Tenant Relations Coordinator prior to performing work affecting access to facilities. CITY Facilities Maintenance staff will create and replace hard keys.) Security Systems -Leasing, monitoring, and maintenance19
-Providing on-call security response, including after-hours Card key access system maintenance and minor repair6 Simple painting and wall/ceiling/floor/door and door frames/small wall patches and touch- ups Repair and patching of flooring
Repair and patching suspended ceiling systems
Rain preparation and employing mitigation measures to prevent rainwater intrusion in buildings (sandbags, etc.) Providing notification to Tenant Relations Coordinator if issues are observed related to building structure and foundation
Minor removal of graffiti Awning inspection and maintenance Providing access for the City’s contracted vendors and coordinating work as needed20 B. As-Needed General Facilities Maintenance Work at CITY’s Leased Properties As-needed general facilities maintenance work at CITY’s leased properties is part of this Agreement. This as-needed maintenance work would be billed to CITY in addition to the fixed 16 CONTRACTOR shall ensure that lamp types and temperature rating match other fixtures within the same space.
17 Door locks are mortise locks by Best access control and no substitutions are allowed. 18 Keying of locksets will be performed by City staff.
19 See proprietary systems description at end of this attachment and above in Section 1. 20 For example, the City will continue to contract directly with vendor(s) for elevator maintenance and modernizations.
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monthly maintenance invoice amount for the ongoing/regular maintenance work at CITY’s leased properties.
CONTRACTOR shall submit a detailed cost estimate (including labor, materials and equipment costs) for as-needed maintenance work at CITY’s leased properties and obtain Tenant Relations Coordinator approval prior to scheduling of the work.
As-needed general facilities maintenance work may also fall into the categories listed in Section
3.A Ongoing/Regular General Facilities Maintenance Work at CITY’s Leased Properties but would be beyond regular maintenance. As-needed work could entail minor repairs or replacement. As- needed work also includes urgent/emergency response to maintenance and repair issues (could include, but not be limited to, plumbing, minor electrical, security systems alarm, etc.). Additional categories of as-needed maintenance work could also include, but not be limited to: as-needed plumbing (e.g., sewer pipe minor repair/replacement, gas line minor repair/replacement, grease trap/interceptor maintenance, etc.21); upgrade or major repair of card key access control system infrastructure22, 23; minor waterproofing projects; installation of signage; boarding up of windows (e.g., due to broken glass that needs to be replaced); glass repair/replacement; specialized metal/stone maintenance; mold remediation/hazardous materials removal; emergency remediation/restoration; etc. There may be other examples of additional as-needed general facilities maintenance work at CITY’s leased properties that are not listed but may arise as required.
C. Building Improvements at CITY’s Leased Properties
CITY expects CONTRACTOR to coordinate, supervise, and perform minor building improvements, as directed by CITY. These types of minor building improvements will be communicated with a list of improvements and/or field sketches and do not typically require any type of engineering services or construction documents. CONTRACTOR must obtain approval from Tenant Relations Coordinator prior to implementing any building improvement not initiated by CITY. The Tenant Relations Coordinator will determine if the proposed work will be (a) implemented by CONTRACTOR (and/or its subcontractors) and billed additionally under the current Agreement, (b) implemented by CONTRACTOR (and/or its subcontractors) under a separate agreement with CITY, or (c) managed and implemented by CITY (using a separate agreement[s] between CITY and other contractor[s]).
CITY will take the lead on implementing and managing larger and more complex building improvements such as large system replacements, large flooring replacements, extensive interior painting or major painting of the exterior of the building, mill work, major ceiling replacement, lighting projects, utility size upgrades, etc. If the building improvement is managed and implemented by the CITY, CONTRACTOR’s role would be to assist with providing access to contractors.
4. Additional Quality Assurance and Customer Satisfaction Requirements for General Facilities Maintenance at CITY’s Leased Properties
A. Software System and Work Status Reports
21 Grease trap/interceptor maintenance generally falls under the responsibility of the tenants. On an emergency basis, CONTRACTOR may be called out to assess problems and recommend solutions.
Depending on the scope of the fix, CONTRACTOR may implement it, in coordination with the Tenant Relations Coordinator, or if it a larger repair, CITY will take the lead as a building improvement. 22Electronic access services and support are provided by a vendor currently contracted by CITY (see List of Proprietary Systems at the end of this attachment).
23 For work on the access control system, CONTRACTOR shall inform and coordinate with the Tenant Relations Coordinator prior to implementation.
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CONTRACTOR will track their work using work order system software. CONTRACTOR will provide monthly reports to the Tenant Relations Coordinator listing all inspections and maintenance performed, minor repair, replacement, building improvement, etc. These reports shall detail all inspections performed per property, tenant space or common area and list of all performed maintenance whether on regular or as-needed basis. Reports shall be timely, accurate, and at the level of detail requested by CITY.
B. Tenant Request Responsiveness
CONTRACTOR shall provide a quarterly performance report to the Tenant Relations Coordinator on the CONTRACTOR’s responsiveness to CITY using the data collected in their software system. The Tenant Relations Coordinator may provide feedback in discussions with CONTRACTOR to determine what additional information should be included.
C. Customer Satisfaction Reports
CITY requires customer satisfaction reports on a regular basis. CITY will send the customer satisfaction reports to the tenants. CONTRACTOR shall assist the Tenant Relations Coordinator with applicable survey tools to fulfill this task. Such reports shall address customer satisfaction in terms of communications responsiveness and quality of jobs completed. CITY may provide feedback in discussions with CONTRACTOR to determine what additional information should be included.
5. Additional Records Management Systems Requirements for General Facilities Maintenance at CITY’s Leased Properties
There may be cases where CONTRACTOR observes maintenance or other issues, or tenants have a maintenance request or non-maintenance request, which fall under the responsibility of CITY (not CONTRACTOR). CONTRACTOR should also document these issues.
CONTRACTOR shall provide this information to Tenant Relations Coordinator electronically, upon request.
6. Additional Financial Requirements for General Facilities Maintenance at CITY’s Leased Properties
CONTRACTOR will work with the Tenant Relations Coordinator and CITY Facilities Maintenance staff to develop an estimated annual purchase order for anticipated as-needed work by February 15 of each year for work anticipated for the twelve (12) months of the next fiscal year starting July 1 of each year, in the format and with the detail required by the Tenant Relations Coordinator. (This does not include the ongoing/regular maintenance.) This shall include any estimates for future as-needed maintenance work and building improvements (e.g., based on past work and inspections, or other knowledge/experience). The estimate for the as-needed purchase order should be broken down by line item specifying the dollar amount per tenant location and suite and “common area.” This as-needed estimate for the purchase order will be subject to the approval of CITY at its sole discretion.
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STANDARDS OF SERVICE FOR
GENERAL FACILITIES MAINTENANCE
AT CITY’S LEASED PROPERTIES
Standards of Service for Plumbing Maintenance Services
at CITY’S Leased Properties
-Plumbing fixtures (e.g., toilets, sinks, faucets, pipes, floor drains, garbage disposal, auto sensors, etc.) and systems (e.g., ejection systems, sewer ejection systems, stormwater pumps [sumps], etc.) that are: properly functioning, not leaking, not clogged, safe, operating efficiently, inspected, maintained regularly based on an established preventative maintenance schedule, and in compliance with regulatory requirements. -Hot and cold water provided to common areas, as well as offices, kitchens and restrooms (as required)
-Plumbing services performed in highest professional manner, and in accordance with all applicable current industry standards, regulations, codes, and statutes. Methods employed are generally accepted and used by the plumbing industry. High quality maintenance and repair plumbing services provided.
-Property, facilities, and utilities adjacent to and within work area are protected, and clean and presentable at the completion of work. Any property or facilities damaged during plumbing work are replaced or restored.
-Prompt responses and actions to Tenant Relations Coordinator requests and any urgent/emergency issues
-Coordination with Tenant Relations Coordinator to minimize disruptions and disturbances to tenants
Standards of Service for Communications Services at CITY’s Leased Properties -Communications services (voice and data) provided seamlessly, without interruption, from public right-of-way to the main telecommunication closet of each building -All maintenance performed in highest professional manner, and in accordance with all applicable current industry standards, regulations, codes, and statutes -Prompt responses and actions to Tenant Relations Coordinator requests and any urgent/emergency issues
-Coordination with Tenant Relations Coordinator to minimize disruptions and disturbances to tenants
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Standards of Service for Pest Control Services at CITY’s Leased Properties -All indoor and outdoor areas inspected for, and free of, pests (rodents, insects, etc.) -All pest control activities performed in a safe manner; in compliance with Federal, State and local rules and regulations; and adhering to manufacturers’ recommendations. -Any and all chemicals used during the service approved for the intended use, and applied in a manner consistent with the regulations established by the State Department of Pesticide Regulation and consistent with Federal and Division of Occupational Safety and Health (Cal/OSHA) standards
-Pest control activities following principles of Integrated Pest Management, and use of least toxic materials where possible
-Recommendations provided to Tenant Relations Coordinator for CITY corrective actions to prevent and reduce pests
-Accurate and comprehensive record-keeping of pest sightings, locations, treatments, processes, chemicals used, and application frequencies provided to Tenant Relations Coordinator upon request
-Prompt responses and actions to Tenant Relations Coordinator requests and any urgent/emergency pest issues
-Coordination with Tenant Relations Coordinator to minimize disruptions and disturbances to tenants
LIST OF PROPRIETARY SYSTEMS FOR
GENERAL FACILITIES MAINTENANCE
AT CITY’S LEASED PROPERTIES
CITY has a few proprietary systems in place for general facilities maintenance at CITY’s leased properties as follows: Access Control by: AMAG
All access control work is currently contracted with BIRDI & Associates, Inc. CITY also engages Pacific Coast Cabling (PCC) services for furnishing, installing and terminating communication cabling. It is expected that CONTRACTOR identify any potential work scope related to communication cabling for as needed services and coordinate work needed with PCC. Dial Security monitors and maintains the security system at 1945 and 1959 S. La Cienega (in City of Los Angeles). CONTRACTOR would be the liaison and the responsible party for scheduling any repairs. The Tenant Relations Coordinator shall have the authority to approve any repairs, prior to work being done.
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ATTACHMENT 10 TO EXHIBIT A
CITY MAPS
AND MATRIX OF ONGOING/REGULAR
GENERAL FACILITIES MAINTENANCE AT
LEASED SPACES
DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 FIGURE 1.0
City Tenant Spaces
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE
AT LEASED SPACES N
DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 City Tenant Spaces
FACILITY ADDRESS SF NO. OF
STORIES
YEAR
BUILT
PEST
CONTROL ROOFING REMARKS
101 327-335 S ROBERSTON
BLVD.
327-335 S ROBERSTON
BLVD. 1 1948
COMMON AREA /
BUILDING 6,840 1, 10
327 S ROBERSTON BLVD 750
327.5 S ROBERSTON BLVD 750
329 S ROBERSTON BLVD 750
331 S ROBERSTON BLVD 750
331.5 S ROBERSTON BLVD 750
333 S ROBERSTON BLVD 750
333.5 S ROBERSTON BLVD 750
335 S ROBERSTON BLVD 750
102 O’GARA COACH 8423 WILSHIRE BLVD 12,000 2 NOT INCLUDED IN THE CONTRACT (NIC) 103 621 N ROBERTSON BLVD
(WEST HOLLYWOOD) 621 N ROBERTSON BLVD 1 NOT INCLUDED IN THE CONTRACT (NIC) 621 N ROBERTSON BLVD 2,130
104 1945 S LA CIENEGA BLVD
(City of Los Angeles) 1945 S LA CIENEGA BLVD 2 1958
COMMON AREA /
BUILDING 660 2
GROUND FLOOR 3,026 1
SUITE #100 11,267 1
105 1949 S LA CIENEGA BLVD
(City of Los Angeles) 1945 S LA CIENEGA BLVD 2 NOT INCLUDED IN THE CONTRACT (NIC) / EXCEPT FOR SECURITY SYSTEM
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 N
FIGURE 2.0
City Tenant Spaces in the Central Business District
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE
AT LEASED SPACES
DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 FACILITY ADDRESS SF NO. OF
STORIES
YEAR
BUILT
PEST
CONTROL ROOFING REMARKS
106 SOUTH CRESCENT
PARKING STRUCTURE 221 N CRESCENT DR 6 1986
COMMON AREA /
BUILDING 61 1, 17
225 N CRESCENT DR NOT INCLUDED IN THE CONTRACT (NIC)
239 N CRESCENT DR 26,185 1 5
107 COMMERCIAL PROPERTY 239 S BEVERLY DR 2
COMMON AREA /
BUILDING 101 1, 2
SUITE #100 2,850
SUITE #200 2,850
108 NORTH CRESCENT
PARKING STRUCTURE 333 N CRESCENT DR 4 1982
COMMON AREA /
BUILDING 2,246 1, 11
303 N CRESCENT DR 4,338 5
309 N CRESCENT DR 1,072 5
311 N CRESCENT DR 416 5
313 N CRESCENT DR 1,288 5
315 N CRESCENT DR 4,011 5
323 N CRESCENT DR 2,960 5
325 N CRESCENT DR
(PART
OF
327)
5
327 N CRESCENT DR 1,648 5
City Tenant Spaces in the Central Business District
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 FACILITY ADDRESS SF NO. OF
STORIES
YEAR
BUILT
PEST
CONTROL ROOFING REMARKS
109 NORTH BEVERLY DR
PARKING STRUCTURE 345 N BEVERLY DR 7 1996
COMMON AREA /
BUILDING 1, 16
339 N BEVERLY DR 10,655 5
110 BEVERLY/CANON
PARKING STRUCTURE
438 N BEVERLY DR/
439 N CANON DR 3 2002
COMMON AREA /
BUILDING 5,808 2, 4, 9, 18
SUITE #200 3,153
SUITE #207 3,900
SUITE #209 3,113
SUITE #220 3,173
SUITE #300 15,762
445 N CANON DR 8,806 5
447 N CANON DR 6,280 5
438 N BEVERLY DR 38,000
111 CAMDEN
PARKING STRUCTURE 440 N CAMDEN DR 6 1970
COMMON AREA /
BUILDING 13,980 1, 3
430 N CAMDEN DR 9,335 5
434 N CAMDEN DR 1,432 5
City Tenant Spaces in the Central Business District
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 FACILITY ADDRESS SF NO. OF
STORIES
YEAR
BUILT
PEST
CONTROL ROOFING REMARKS
112 NORTH BEDFORD
PARKING STRUCTURE 461 N BEDFORD DR 7 1979
COMMON AREA /
BUILDING 165 1, 17
463 N BEDFORD DR 14,850 5, 6
9680 N SANTA MONICA
BLVD 1,603 5
113 OFFICE BUILDING 9400 SANTA MONICA
BLVD 3 2011
COMMON AREA /
BUILDING 3,685 2, 7
UNIT #102 2,025
UNIT #201 5,175
UNIT #301 5,175
467 N CANON DR 1,473
114 RODEO
PARKING STRUCTURE 9510 BRIGHTON WAY 5 1988
COMMON AREA /
BUILDING 135 1, 15
9520 BRIGHTON WAY 3,378 5
357 N RODEO DR 9,599 5
365 N RODEO DR 1,515 5
371 N RODEO DR 3,471 5
115 THIRD ST OFFICES 331 FOOTHILL RD 4 2008
COMMON AREA /
BUILDING 5,553 2
City Tenant Spaces in the Central Business District
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 FACILITY ADDRESS SF NO. OF
STORIES
YEAR
BUILT
PEST
CONTROL ROOFING REMARKS
UNIT #100 8,576
UNIT #150 2,023
UNIT #170 3,461
UNIT #200 16,706
UNIT #300 16,908
UNIT #400 11,781
UNIT #470 4,576 14
116 240 N BEVERLY DR 240 N BEVERLY DR /
241 N CANON DR 3 2006
COMMON AREA /
BUILDING 1,661 2, 13, 18
235 N BEVERLY DR
UNIT #170 432
235 N BEVERLY DR
UNIT #180 895
235 N BEVERLY DR
UNIT #200 9,927
SWEET BEVERLY 240 N BEVERLY DR
UNIT #150 306
FREM INVESTMENTS 240 N BEVERLY DR
UNIT #300 3,843
FREM INVESTMENTS 240 N BEVERLY DR
UNIT #350 1,169
FREM INVESTMENTS 240 N BEVERLY DR
UNIT #370 1,186
SWEET BEVERLY 240 N BEVERLY DR
VITRINE A 45
SWEET BEVERLY 240 N BEVERLY DR
VITRINE B 45
City Tenant Spaces in the Central Business District
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 FACILITY ADDRESS SF NO. OF
STORIES
YEAR
BUILT
PEST
CONTROL ROOFING REMARKS
SWEET BEVERLY 240 N BEVERLY DR
VITRINE C 45
SWEET BEVERLY 240 N BEVERLY DR
VITRINE D 45
SWEET BEVERLY 240 N BEVERLY DR
VITRINE E 45
240 N BEVERLY DR
VITRINE F 45
117 W 3RD ST 9268 - 9298 W 3RD ST 1
COMMON AREA 26,693 3
VACANT 9268W 3RD ST 19,008 1937
CREDIT UNION 9298 W 3RD ST 1,902
City Tenant Spaces in the Central Business District
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 GENERAL NOTES:
A. LANDLORD IS GENERALLY RESPONSIBLE FOR MAINTENANCE AND REPAIR OF BUILDING STRUCTURAL ELEMENTS, CONCRETE SLAB, EXTERIOR WALLS, ROOFS, ROOF COVERINGS, FOUNDATIONS, ELEVATORS, UTILITY PIPES AND CONDUITS UPTO
THE POINT OF ENTRY THEREOF IN THE PREMISES, INCLUDING ANY METERS OR DISTRIBUTION PANELS, AS WELL AS UTILITY PIPES AND CONDUITS THAT DO NOT EXCLUSIVELY SERVE THE PREMISES, THE HEATING, VENTILATION, AIR CONDITIONING SYSTEM, AND FIRE PROTECTION SYSTEM OF THE COMMON AREAS (UNLESS NOTED OTHERWISE).
B. THE INTENT OF THIS MATRIX IS TO PROVIDE GENERAL INFORMATION ON MAJOR MAINTENANCE CATEGORIES, ALSO REFER TO DETAILED SCOPE OF WORK C. COMMUNICATIONS REFERS TO DATA AND VOICE CABLING (TELEPHONE, FIBER) FROM UTILITY HUB TO TENANT MAIN BACK BOARD.
D. TEANT OCCUPANTS ARE SUBJECT TO CHANGE.
KEY NOTES:
1. WHERE AREAS ARE NOT LISTED FOR BUILDING COMMON AREA, THE WORK SCOPE INCLUDES MAINTENANCE OF UTILITY LINES FROM METERS TO MAIN UTILITY ROOMS AND/OR POINT OF CONNECTION TO EACH TENANT PREMISES
2. ROOF INSPECTION & REPAIRS APPLY TO ENTIRE BUILDING ROOF AREA
3. COMMON AREA LISTED IS FOR THE PARKING LOT/AREA
4. COMMON AREA INCLUDES 5,808 SF OF 2ND FLOOR OUTDOOR PLAZA
5. GROUND FLOOR RETAIL TENANT
6. PARTIAL ROOF AREA OVER RITE AID - 2,500 SF
7. COMMON AREA INCLUDES OUTDOOR ROOF TERRACE (1,517 SF) AND ENTRY AREA ADJACENT TO SIDEWALK (656 SF)
8. NOTE DELETED
9. PEST CONTROL INCLUDES THE ALLEY UNDER THE BUILDING OVERPASS (SQUARE FOOTAGE FOR THIS AREA IS IN ADDITION TO AREA IDENTIFIED IN THE MATRIX)
10. COMMON AREA INCLUDES THE PARKING AREA ADJACENT TO THE ALLEY AND ENTRY AREAS ADJACENT TO THE SIDEWALK
11. COMMON AREA IS THE EXTERIOR AREA IN FRONT OF TENANT SPACES ADJACENT TO THE SIDE WALK
12. NOTE DELETED
13. COMMON AREA SF LISTED DOES NOT INCLUDE THE GROUND COMMON AREA OF THE ALLEY, THIS AREA SHALL BE INCLUDED IN PEST CONTROL SERVICES
14. CABLE TV SUITE MAINTENANCE BY CONTRACTOR IS ONLY LIMITED TO ITEMS IDENTIFIED IN THE MATRIX
15. GROUND FLOOR ONLY INCLUDES TENANT SPACES
16. NUMBER OF STORIES INCLUDES 3 LEVELS OF SUBTERRANEAN PARKING AND A ROOF LEVEL PARKING
17. NUMBER OF STORIES INCLUDES 3 LEVELS OF SUBTERRANEAN PARKING
18. NUMBER OF STORIES INCLUDES 4 LEVELS OF SUBTERRANEAN PARKING City Tenant Spaces in the Central Business District
ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT LEASED SPACES DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 B0785-0001\2780020v4.doc
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
(a) Rates/Compensation Terms
CITY shall compensate CONTRACTOR for the commercially reasonable performance of the services described in this Agreement in the amounts described on pages 1 (cover page) and 2 of this Agreement. In no event shall any individual project performed under the Agreement exceed Sixty Thousand Dollars ($60,000), except in the case of emergency as defined in the Public Contract Code.
(b) If the Agreement is extended as provided for in the Agreement, the annual amounts and percentage increases for the annual amounts, and all not-to-exceed amounts for contingency, that are not used in one year carry forward into future years during the term of the Agreement. Similarly, all amounts and percentages in one category (annual amounts, contingency) that are not expended in a category may be used in another category during the term of the Agreement.
CONTRACTOR shall submit to CITY a detailed invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice.
CITY shall pay CONTRACTOR said Consideration in accordance with the schedule of payment set forth in this Exhibit. After-hours response work shall be billed on an as- needed basis based on the personnel provided and the hourly rates shown herein. (c) Pricing for Ongoing/Regular Services
ONGOING/REGULAR SERVICES
Monthly cost: $167,562.83
Percent escalation year 2 3.5 %
Percent escalation year 3 3.5 %
Percent escalation year 4 3.5 %
Percent escalation year 5 3.5 %
At least 90 days prior to the November 1 (commencing November 1, 2023), CONTRACTOR may request an escalation in the not-to-exceed amount as stipulated in the Agreement.
DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 31 B0785-0001\2780020v4.doc
(d) Pricing for As-Needed Services
NOTE: The rates and prices listed are those that will be shown in the invoice to CITY. For hourly rates, this shall include all hourly wages, other payroll-related fees, administrative costs, benefits, overhead, general operating expenses, other insurance, bonding, mark-up, profit, staffing legal compliance (e.g., prevailing wage compliance), etc.
1) BASE RATES
Salary
per
hour
Total
cost per
hour
billed to
City
Percentage
of Time on
Contract
Chief Engineer $64.10 $118.73 100%
Assistant Chief Engineer $57.07 $108.40 100%
Certified Building Engineer $48.64 $99.23 100%
Certified Building Engineer $48.64 $99.23 100%
Certified Building Engineer $48.64 $99.23 100%
Certified Building Engineer $48.64 $99.23 100%
Apprentice Engineer $30.40 $76.23 100%
Project Manager $66.10 $121.25 100%
2) RATES AFTER-HOURS AND
SATURDAYS
Salary
per
hour
Total
cost per
hour
billed to
City
Chief Engineer $96.15 $151.88
Assistant Chief Engineer $85.61 $136.96
Certified Building Engineer $72.96 $119.08
Certified Building Engineer $72.96 $119.08
Certified Building Engineer $72.96 $119.08
Certified Building Engineer $72.96 $119.08
Apprentice Engineer $45.60 $80.39
Project Manager $99.15 $156.12
3) RATES
SUNDAYS/HOLIDAYS
Chief Engineer $128.20 $199.00
Assistant Chief Engineer $114.14 $179.12
Certified Building Engineer $97.28 $155.27
Certified Building Engineer $97.28 $155.27
Certified Building Engineer $97.28 $155.27
Certified Building Engineer $97.28 $155.27
Apprentice Engineer $60.80 $103.68
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Project Manager $132.20 $204.66
Percent escalation year 2 3.5 %
Percent escalation year 3 3.5 %
Percent escalation year 4 3.5 %
Percent escalation year 5 3.5 %
At least 90 days prior to the November 1 (commencing no sooner than November 1, 2023), CONTRACTOR may request an escalation in the not-to-exceed amount stipulated in the Agreement.
Subcontractor discount (-) or markup (+) for as-needed subcontracting (for lump sum estimates):
5 %
Manufacturer's discount (-) or markup (+) for as-needed supplies/equipment:
5 %
(e) Pricing for Add Alternate No. 1-CITY Tenant Locations-Ongoing/Regular Services ONGOING/REGULAR SERVICES (Add
Alternate No. 1 Tenant Locations)
Monthly cost: $42,747.24
(f) Pricing for Tenant Facilities-General Facilities Maintenance ONGOING/REGULAR GENERAL FACILITIES MAINTENANCE AT CITY’S LEASED PROPERTIES Monthly cost: $21,746.48
Percent escalation year 2 3.5 %
Percent escalation year 3 3.5 %
Percent escalation year 4 3.5 %
Percent escalation year 5 3.5 %
At least 90 days prior to November 1 (commencing November 1, 2023), CONTRACTOR may request an escalation in the not-to-exceed amount as stipulated in the Agreement.
AS-NEEDED GENERAL FACILITIES MAINTENANCE AT CITY’S LEASED PROPERTIES NOTE: The rates and prices listed are those that will be shown in the invoice to CITY. For hourly rates, this shall include all hourly wages, other payroll-related fees, administrative costs, benefits, overhead, general operating expenses, other insurance, bonding, mark-up, profit, staffing legal compliance (e.g., prevailing wage compliance), etc.
DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 33 B0785-0001\2780020v4.doc
1) BASE RATES
Salary
per
hour
Total
cost per
hour
billed to
City
Percentage
of Time on
Contract
Maintenance Attendant $22.46 $60.34 100%
Maintenance Attendant $22.46 $60.34 100%
2) RATES AFTER-HOURS
AND SATURDAYS
Salary
per
hour
Total
cost per
hour
billed to
City
Maintenance Attendant $33.69 $56.34
Maintenance Attendant $33.69 $56.34
3) RATES
SUNDAYS/HOLIDAYS
Maintenance Attendant $44.92 $73.43
Maintenance Attendant $44.92 $73.43
Percent escalation year 2 3.5 %
Percent escalation year 3 3.5 %
Percent escalation year 4 3.5 %
Percent escalation year 5 3.5 %
At least 90 days prior to November 1 (commencing no sooner than November 1, 2023), CONTRACTOR may request an escalation in the not-to-exceed amount stipulated in the Agreement.
Subcontractor discount (-) or markup (+) for as-needed subcontracting (for lump sum estimates):
5 %
Manufacturer's discount (-) or markup (+) for as-needed supplies/equipment:
5 %
DocuSign Envelope ID: F028F355-DF6B-4309-8D2E-EE784E5AF3E2 I
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Certificate Of Completion
Envelope Id: F028F355DF6B43098D2EEE784E5AF3E2 Status: Sent Subject: Complete with DocuSign: George S. Hall, Inc. (755-22) Amendment No. 1 Source Envelope:
Document Pages: 33 Signatures: 6 Envelope Originator:
Certificate Pages: 3 Initials: 0 Erin Justus
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455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.169
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Director of Public Works
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Real Property Development Manager
City of Beverly Hills
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