AGENDA REPORT
Meeting Date: April 18, 2023
Item Number:
To:
E-15
Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Martin Nunes, Associate Project Manager
Subject: AWARD OF A CONTRACT TO COMMERCIAL DOOR COMPANY,
FOR THE POLICE FACILITY HIGH SPEED ROLL-UP DOORS
REPLACEMENT PROJECT; AND
APPROVAL OF A CORRESPONDING PURCHASE ORDER IN THE
NOT-TO-EXCEED AMOUNT OF $327,478; 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, Commercial Door Company, for replacement of the high speed roll-up doors at the Police Department in the amount of $284,763; and
2. Approve a construction contingency in the amount of $42,715 (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 $327,478.
INTRODUCTION
The Beverly Hills Police Facility was originally constructed in 1990. Three high speed, high frequency automatic roll-up doors provide ingress and egress access for police cars and motorcycles. As part of the ongoing maintenance of the facility, a need has been identified to replace these doors which have reached the end of their usable life.
Meeting Date: April 18, 2023
DISCUSSION
Currently there are three automatic high speed roll-up doors serving the building: two located at the N. Rexford Dr side and one located at Civic Center Dr. These doors were manufactured in 2006 and 2009 respectively. The doors are used frequently, and their high-speed automatic operation is critical to allow police vehicles to exit the secured parking rapidly in an emergency. Their combined mileage, currently at approximately one million cycles, has resulted in operating malfunctions occurring on an ongoing basis; after several attempts to repair the doors, it has now been determined that they have reached the end of their serviceable life.
The base scope of work consists of replacement of the existing metal hydraulic doors with new electric motor driven aluminum curtain doors that achieve an opening speed of 42 inches per second. The work will also include a safety loop to be installed at the Civic Center Dr. side that will enable the new roll-up door and the existing driveway swing gate to operate in tandem with each other. In addition, the scope of work includes quarterly inspection and service of the doors, as well as a two-year parts and one-year labor warranty.
A request for prequalification of contractors was advertised on PlanetBids and in local newspapers. Two companies were successfully prequalified; both companies obtained bid documents and attended the mandatory pre-bid job walk held on March 16, 2023.
On March 27, 2023, two bids were received as follows:
Basis of Selection Commercial Door Company National Garage Door Base Bid $ 284,763 $ 795,898
20 days delay $ 54,200 $ 30,000
Basis of Selection: $ 338,963 $ 825,898
The bid documents specify that the low bid is determined by the sum of the base bid, and the compensable delay cost for twenty days. After review of the bids, staff has determined that Commercial Door Company 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, Commercial Door Company has successfully been prequalified for the work; therefore, staff recommends City Council approve an agreement with Commercial Door Company for this work.
A contingency of $42,715, 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 installation work under the contract shall be completed within fifteen (15) calendar days, resulting in an estimated completion of approximately end of July 2023.
Meeting Date: April 18, 2023
FISCAL IMPACT
The $327,478 for Police Facility High Speed Roll-Up Doors Replacement Project is available as part of Fund 405, Capital Improvement Project No. 00933, Police Facility Projects. No additional funding is requested at this time.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
1 CONTRACT
CITY OF BEVERLY HILLS
CONTRACT FOR
THE POLICE FACILITY HIGH SPEED ROLL-UP DOORS REPLACEMENT PROJECT THIS CONTRACT (“Contract”) is made and entered this ________ day of _____________, 20___ (“Effective Date”), by and between the CITY OF BEVERLY HILLS, a California municipal corporation (“City”) and Plumbing by Commercial Door Company, Inc., (“Contractor”). Contractor’s license number is 272762.
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 THE POLICE FACILITY HIGH SPEED ROLL-UP DOORS REPLACEMENTS 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 Eighty Four, Seven Hundred Sixty Three Dollars ($284,763.00) 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 2 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:
JULIAN A. GOLD, M.D.
Mayor
ATTEST:
By:
HUMA AHMED
City Clerk
Dated:
(“CONTRACTOR”)
By:
Printed Name:
Title:
By:
Printed Name:
Title:
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
By: By:
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
By:
SHANA EPSTEIN
Director of Public Works
By: ____________________________________
MANDANA MOTAHARI
City Architect
By:
SHARON L'HEUREUX DRESSEL
Risk Manager