AGENDA REPORT
Meeting Date: April 12, 2022
Item Number:
To:
D-17
Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Eli Benitez, Associate Project Manager
Subject: AWARD OF A CONTRACT TO A.J. KIRKWOOD & ASSOCIATES., FOR INSTALLATION OF CLOSED CIRCUIT TELEVISION AT 450 N. REXFORD DRIVE AND 9510 BRIGHTON WAY PARKING
STRUCTURES; AND
APPROVAL OF A PURCHASE ORDER IN THE NOT-TO-EXCEED
AMOUNT OF $511,037; AND
APPROVAL OF PLANS AND SPECIFICATIONS THEREFOR
WITH RESPECT TO DESIGN CRITERIA
Attachments: 1. Contract
RECOMMENDATION
1. Staff recommends City Council move to approve the award of a contract to the lowest responsible bidder, A.J. Kirkwood & Associates for Closed Circuit Television (CCTV) at 450 N. Rexford Drive and 9510 Brighton Way Parking Structures in the amount of $456,283; and
2. Approve a construction contingency in the amount of $54,754 (12%); and
3. Approve a purchase order in the not-to-exceed amount of $511,037; and
4. Approve the plans and specifications as detailed in the bid documents, which are adopted and approved with respect to design criteria.
BEVERLY
HILLS
.�
Meeting Date: April 12, 2022
INTRODUCTION
The Fiscal Year 2021/22 Capital Improvement Program includes a project to address capital maintenance and improvements for the City’s parking facilities. These improvements include adding a closed circuit television system (CCTV) at several parking structures. Installation of CCTVs at twelve sites has been incrementally completed in the past few years; this project includes CCTV installation at two additional parking structures located at 450 N. Rexford Drive and 9510 Brighton Way. DISCUSSION Tim Conwell of V2IP Consulting Services, Inc. was engaged to prepare plans and specifications for the addition of a CCTV system at the 450 N. Rexford Drive and 9510 Brighton Way parking structures. The scope of work includes installation of 98 high definition security cameras at all levels of the two parking structures. Conwell has worked with the City’s Information Technology Department for several years on the design and installation of CCTV systems throughout the City. For this project, the City will furnish all cameras and switches. The contractor will install the infrastructure including the conduit system, back boxes, cabling and terminations to receive City-furnished cameras. The bid documents also identified an alternate bid item for modifications to the City Municipal Area Network (MAN) cabinet and associated fiber. The City will provide and install the switches.
In preparation for bidding CCTV projects, contractors were prequalified through a formal prequalification process (RFQ#22-350-20) and four contractors were prequalified to bid on CCTV systems installation at multiple parking structures. On February 8, 2022, bid documents (Bid# 22-350-26) were distributed via Planet Bids to all four (4) prequalified contractors. On February 15, 2022, all four prequalified firms attended the mandatory site walk. On March 4, 2022, two bids were received as follows:
Alternate 20 days Total Bid
Bidder Base Bid No.1 Compensated delays Amount.
A.J. Kirkwood & Assoc., Inc. $ 334,980 $121,303 $0 $456,283 Crosstown Electric & Data, Inc. $1,500,003 $33,300 $10,000 $1,543,303 Selected Bid
Base Bid $ 334,980
Alternate No.1 $ 121,303
Base Bid & Alternate Total $ 456,283
12% Contingency: $ 54,754
TOTAL: $ 511,037
Meeting Date: April 12, 2022
The bid documents specify that the low bid is determined by the sum of the base bid, all alternates and the compensable delay cost for twenty days. The bids were reviewed and the lowest responsible bidder is A.J. Kirkwood & Associates. Due to the large spread in the bid amount, the low bidder was contacted and they validated their bid amount as being accurate, that the amount is aligned with previous projects of similar scope. The contractor submitted a responsive bid and, as reported by the Contractors State License Board, maintains a license that is current and in good standing. Review of the firm’s references indicates that it has successfully installed CCTV systems in a few of City’s parking structures in the past few years and is qualified to complete this project. A contingency of $54,754, 12% 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 120 calendar days from the date specified in the notice to proceed, resulting in an estimated completion of approximately September 2022. FISCAL IMPACT The $511,037 for the project is available as part of Fund 810 Capital Improvement Program (CIP 00786), Parking Program Upgrades and Improvements. No additional funding is requested at this time.
Shana Epstein, Director of Public Works
Approved By
Attachment 1
CONTRACT
CITY OF BEVERLY HILLS
CONTRACT FOR
CLOSED CIRCUIT TELEVISION (CCTV) INSTALLATION AT 450 N. REXFORD & 9510 BRIGHTON WAY PARKING GARAGES 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 A.J. Kirkwood & Associates, (“Contractor”). Contractor’s license number is 724633.
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 Closed Circuit Television (CCTV) Installation at 450 N. Rexford & 9510 Brighton Way parking Structures 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 Four Hudred Fifty Six Thousand, Two Hundred Eighty Three Dollars ($456,283) 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