AGENDA REPORT
Meeting Date: October 11, 2022
Item Number:
To: Honorable Mayor & City Council
From: Daren Grilley, City Engineer
Tristan Malabanan, Project Manager
Subject: AWARD OF A CONTRACT TO THE LOWEST RESPONSIBLE
BIDDER, HENKELS & MCCOY, INC. FOR FIBER TO THE
PREMISE (FTTP) SYSTEM MAINTENANCE AND ON-CALL
SERVICES, IN THE AMOUNT OF $111,256.34; AND
APPROVAL OF THE PLANS AND SPECIFICATIONS
THEREFOR; AND
APPROVAL OF ISSUANCE OF A PURCHASE ORDER IN THE
AMOUNT OF $123,000 TO HENKELS & MCCOY, INC. FOR THE
PROJECT
Attachments: 1. FTTP Map
2. Agreement
3. Categorical Exemption
RECOMMENDATION
Staff recommends City Council move to approve the award of a contract to the lowest responsible bidder, Henkels & McCoy, Inc., for Fiber to the Premise (FTTP) System Maintenance and On-Call Services, in the amount of $111,256.34; approve the plans and specifications for the project with respect to design criteria; approve a construction contingency of approximately 10.6% in the amount of $11,743.66; and approve the issuance of a purchase order to Henkels & McCoy, Inc. in the amount of $123,000.00.
INTRODUCTION
On December 7, 2021, City Council accepted the contract work for the FTTP project performed by Henkels & McCoy, Inc. The proposed contract will provide on-call services for maintenance and corrective or emergency repairs to the FTTP system in the public right-of way.
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BEVERLY
HILLS
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E-10
Meeting Date: October 11, 2022
DISCUSSION
On July 27, 2022, a Notice Inviting Bids was published on the City’s web portal on Planet Bids (planetbids.com) in the Beverly Hills Courier and the Beverly Hills Weekly. On September 6, 2022, one bid was received and opened as follows:
ENGINEER’S ESTIMATE $106,000.00
Henkels & McCoy, Inc. $111,256.34
The single bid was approximately 5% over the Engineer’s Estimate. Staff has reviewed the bid proposal and determined all documents were complete and complied with the bid proposal requirements. The lowest responsible bidder is Henkels & McCoy, Inc.
Henkels & McCoy, Inc. successfully completed several similar projects for Bear Valley Electric, the City of Pasadena and the Southern California Gas Company. In 2021, they also completed the FTTP Project for the City of Beverly Hills. All references contacted responded positively for work performed by Henkels & McCoy, Inc.
ENVIRONMENTAL ASSESSMENT
California Environmental Quality Act (CEQA) is not required for this maintenance and on- call services project.
FISCAL IMPACT
The contract includes a construction contingency allowance in the amount of $11,743.66 (10.6%), which has been included in the total purchase order amount of $123,000. Any change orders that require expenditures from this allowance shall be made only upon written request in accordance with the Beverly Hills Municipal Code §3-3-111. Funds for this project are budgeted in the Fiscal Year 2022/23 Capital Improvement Program as follows:
ACCOUNT NUMBER FUND DESCRIPTION AMOUNT
41001501-850000-00342 Community Security Enhancements $ 123,000.00 TOTALS $ 123,000.00
Shana Epstein, Director of Public Works
Approved By
Attachment 1
Note: On-call services apply to the
entire City.
RFA Corrections
Area FTTP MAP ATTACHMENT 1
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Attachment 2
AGREEMENT
THIS AGREEMENT, made and entered into this 11th day of October, 2022, by and between the CITY OF BEVERLY HILLS, a municipal corporation, hereinafter referred to as “City,” and Henkels & McCoy, Inc.
2840 Ficus Street
Pomona, CA 91766
hereinafter referred to as “Contractor,”
W I T N E S S E T H
In this consideration of their covenants the parties hereto agree as follows:
1. Contractor shall furnish all labor, materials and equipment necessary to perform the following work in the City of Beverly Hills, California, strictly in accordance with the Notice to Bidders, Proposal form, Plans and Specifications for such improvement, Standard Contractual Requirements and inclusive of Addendums, each of which documents are made a part of this Contract as though fully set forth herein:
FTTP SYSTEM MAINTENANCE AND ON-CALL SERVICES
2. In consideration of such work City agrees to pay Contractor and Contractor agrees to accept the sum of One Hundred Eleven Thousand, Two Hundred Fifty-Six Dollars and Thirty-Four Cents ($111,256.34) in the manner provided in subject Plans and Specifications and subject to adjustment provided therein.
3. Concurrently with the execution of this Contract, Contractor shall file with the City the bonds and certificates of insurance specified in said Standard Contractual Requirements.
4. This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST: ____________________________________________ HUMA AHMED, City ClerkCITY OF BEVERLY HILLS, A municipal corporation
____________________________________________
LILI BOSSE, Mayor
APPROVED AS TO CONTENT: ____________________________________________ GEORGE CHAVEZ, City ManagerCONTRACTOR: ____________________________________________ ____________________________________________ SHANA EPSTEIN, Director of Public Works ____________________________________________ DAREN GRILLEY, City Engineer ____________________________________________ SHARON L’HEUREUX DRESSEL, Risk Manager____________________________________________ APPROVED AS TO FORM: ____________________________________________ LAURENCE S. WIENER, City Attorney
FUNDS AVAILABLE: ____________________________________________ JEFF S. MUIR, Director of Financial
Attachment 3
ATTACHMENT 3
CITY OF BEVERLY HILLS
DEPARTMENT OF PUBLIC WORKS
ENGINEERING DIVISION
345 Foothill Road
Beverly Hills, CA 90210
(310) 285-2467
FAX: (310) 278-1838
BeverlyHills.org
Categorical Exemption
Name of Project: FTTP System Maintenance and On-Call Services Location: Within the City of Beverly Hills
Type of Business (if commercial)
Project Description: This project includes maintenance repairs and on-call services to the existing FTTP fiber system.
Applicant’s Name: City of Beverly Hills Phone: 310-285-1000 Applicant’s Address: 455 N Rexford Drive
City: Beverly Hills Zip: 90210
If different, provide:
Agent’s Name Phone
Agent’s Address
City Zip
The undersigned, having received this project for processing, has reviewed it for environmental impact and concluded that the project qualifies for a categorical exemption under the procedures adopted by the City of Beverly Hills and no further environmental assessment is necessary.
Applicable Exemption Class CEQA Guidelines Sections 15301(b) Comments: The project is exempt from CEQA, pursuant to CEQA Guidelines Section 15301(b), because it consists of ongoing repair and maintenance of an existing fiber optic system within the City of Beverly Hills.
Reviewed by Date
Tristan D. Malabanan, P.E., Project Manager
9/22/2022