AGENDA REPORT
Meeting Date: April 12, 2022
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Martin Nunes, Associate Project Manager
Subject: AWARD OF A CONTRACT TO JAM CORPORATION, FOR THE POLICE FACILITY FIRE ALARM SYSTEM UPGRADE PROJECT;
AND
APPROVAL OF A CORRESPONDING PURCHASE ORDER IN THE
NOT-TO-EXCEED AMOUNT OF $243,800; AND
APPROVAL OF PLANS AND SPECIFICATIONS THEREFOR WITH
RESPECT TO DESIGN CRITERIA
Attachment: 1. Contract
RECOMMENDATION
Staff recommends that City Council move to:
1. Approve the award of a contract to the lowest responsible bidder, JAM Corporation, for upgrade of the hot water system at the Police Department in the amount of $212,000; and
2. Approve a construction contingency in the amount of $31,800 (15%); and
3. Approve the plans and specifications as detailed in the bid documents, which are adopted and approved with respect to design criteria; and
4. Approve a purchase order in the not-to-exceed amount of $243,800.
INTRODUCTION
The Beverly Hills Police Department occupies a three-story mixed occupancy public safety facility consisting of a non-combustible primary structural frame with two levels of underground parking. The building is fully covered by fire sprinklers and is currently served by a fire alarm system that has undergone several changes or modifications since the
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Meeting Date: April 12, 2022
building was originally constructed in 1990. As part of the ongoing maintenance of the facility, a need has been identified to replace the legacy system components of the building’s fire alarm system to bring consistency to the overall building fire alarm system and to support the mission of the City by upgrading critical fire life safety infrastructure to meet current building codes and the latest technology.
DISCUSSION
The building’s fire alarm system is comprised of area smoke detectors, pull stations, fire sprinkler monitoring, HVAC system fan and damper control, fire/smoke door control, speakers and strobes, as well as other system monitoring. The main fire alarm control panel is an FCI Gamewell E3 system with integrated voice evacuation.
There have been numerous interior improvement projects and partial fire alarm upgrade projects that have resulted in changes to the original system. The most recent upgrade to the fire alarm system occurred in 2009 and involved replacement of all devices on the second floor only, with devices on the first and third floors left in place.
The base scope of work for this project aims to complete the fire alarm upgrade of the entire building by achieving the following goals: Replacement of existing obsolete smoke detectors; Installation of additional smoke detectors to address coverage gaps; Replacement of existing obsolete speakers; Installation of additional speakers and strobes for the first and third floor according to the latest National Fire Alarm and Signaling Code (NFPA 72) as well as Chapter 9 of the California Building Code.
On December 23, 2021, a request for qualification for Civic Center Fire Alarm Replacement and Upgrade was advertised in local newspapers and on PlanetBids. On January 6, 2022, qualifications were received from three companies; two companies were qualified to bid on multiple fire alarm upgrades projects. On February 10, 2022, both companies obtained bid documents and attended the mandatory pre-bid job walk held on February 15, 2022. On February 28, 2022, two bids were received as follows:
Basis of Selection JAM Corporation AJ Kirkwood & Associates Base Bid $212,000 $420,909
20 days’ delay $ 0 $ 0
Basis of Selection: $212,000 $420,909
There were no alternates specified for this project.
The bid documents specify that the low bid is determined by the sum of the base bid, alternates (none here) and the compensable delay cost for twenty days. After review of the bids, staff determined that JAM Corporation is the lowest responsible bidder and has submitted a responsive bid and, as reported by the State Contractors Licensing Board, maintains a license that is current and in good standing. Furthermore, JAM Corporation has successfully been prequalified for the work and has performed similar work for the City in the past; therefore, staff recommends City Council approve an agreement with JAM Corporation for this work.
Meeting Date: April 12, 2022
A contingency of $31,800, 15% of the contract amount, is recommended for changes due to unforeseen conditions in order to successfully complete the work. Expenditures from the contingency will be made utilizing the Change Order process in the Beverly Hills Municipal Code upon adequate written justification and substantiation.
The bid documents specify that all work under the contract shall be completed within three hundred (300) calendar days from the date of the notice to proceed, resulting in an estimated completion of approximately end of February 2023. FISCAL IMPACT The $243,800 for Police Facility Fire Alarm System Upgrade is available as part of Fund 405, Capital Improvement Project No. 00811, Major Building Systems Upgrades and Replacement. No additional funding is requested at this time.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
CONTRACT
CITY OF BEVERLY HILLS
POLICE FACILITY FIRE ALARM SYSTEM UPGRADE PROJECT
THIS CONTRACT (“Contract”) is made and entered this 12th day of April, 2022 (“Effective Date”), by and between the CITY OF BEVERLY HILLS, a California municipal corporation (“City”) and JAM Corporation, (“Contractor”). Contractor’s license number is 791060.
In consideration of the mutual covenants hereinafter set forth, the parties hereto agree as follows:
1. Contract Documents. The Contract Documents consist of this Contract, the Notice Inviting Bids, Instructions to Bidders, Bid (including documentation accompanying the Bid and any post-Bid documentation submitted before the Notice of Award), the Bonds, permits from regulatory agencies with jurisdiction, General Provisions, Special Provisions, Plans, Standard Plans, Standard Specifications, Reference Specifications, Addenda, Change Orders, and Supplemental Agreements. The Contract Documents are attached hereto and incorporated herein by reference. In the event of any conflict between the terms of this Contract and any incorporated documents, the terms of this Contract shall control.
2. Scope of Services. Contractor shall perform the Work in a good and workmanlike manner for the project identified as Police Facility Fire Alarm System Upgrade Project (“Project”), as described in this Contract and in the Contract Documents.
3. Compensation. In consideration of the services rendered hereunder, City shall pay Contractor a not to exceed amount of Two Hundred Twelve Thousand Dollars ($212,000) in accordance with the prices as submitted in Contractor’s Proposal, attached hereto and incorporated herein by this reference.
4. Incorporation by Reference. All of the following documents are attached hereto and incorporated herein by this reference: Workers’ Compensation Certificate of Insurance; Additional Insured Endorsement (Comprehensive General Liability); Additional Insured Endorsement (Automobile Liability); and Additional Insured Endorsement (Excess Liability).
5. Antitrust Claims. In entering into this Contract, Contractor offers and agrees to assign to the City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the California Business and Professions Code) arising from purchases of goods, services, or materials pursuant to the Contract. This assignment shall be made and become effective at the time the City tenders final payment to Contractor without further acknowledgment by the parties.
6. Prevailing Wages. City and Contractor acknowledge that this Project is a public work to which prevailing wages apply. The provisions of Section 7.A of the General Provisions shall apply and are mandatory for this Project.
7. Workers’ Compensation. California Labor Code Sections 1860 and 3700 provide that every contractor will be required to secure the payment of compensation to its employees. In accordance with the provisions of California Labor Code Section 1861, by signing this Contract, the Contractor certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to under take self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the Work of this Contract.”
8. Titles. The titles used in this Contract are for convenience only and shall in no way define, limit or describe the scope or intent of this Contract or any part of it.
9. Authority. Any person executing this Contract on behalf of Contractor warrants and represents that he or she has the authority to execute this Contract on behalf of Contractor and has the authority to bind Contractor to the performance of its obligations hereunder.
10. Entire Agreement. This Contract, including any other documents incorporated herein by specific reference, represents the entire and integrated agreement between City and Contractor. This Contract supersedes all prior oral or written negotiations, representations or agreements. This Contract may not be modified or amended, nor any provision or breach waived, except in a writing signed by both parties which expressly refers to this Contract.
11. Counterparts. This Contract may be executed in counterpart originals, duplicate originals, or both, each of which is deemed to be an original for all purposes.
IN WITNESS WHEREOF, the parties hereto have executed the Contract the day and year first above written.
CITY OF BEVERLY HILLS
By:
. LILI BOSSE, Mayor
ATTEST:
By: (“CONTRACTOR”)
HUMA AHMED, City Clerk By:
Dated: Printed Name:
Title: . By:
Printed Name:
Title:
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
By: By:
LAURENCE S. WIENER GEORGE CHAVEZ
City Attorney City Manager
By:
SHANA EPSTEIN
Director of Public Works
By:
MANDANA MOTAHARI
City Architect
By:
SHARON L’HEUREUX DRESSEL
Risk Manager