AGENDA REPORT
Meeting Date: August 6, 2024
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Martin Nunes, Associate Project Manager
Karen Domerchie, Project Manager
Ji Kim, Project Manager
Subject: ACCEPTANCE OF THE CONTRACT WORK FOR:
A. POLICE DEPARTMENT FIRE ALARM SYSTEM UPGRADE
PROJECT WITH JAM FIRE PROTECTION, INC. DBA JAM
CORPORATION IN THE FINAL AMOUNT OF $240,419.33;
AND
AUTHORIZATION OF CITY CLERK TO RECORD NOTICE
OF COMPLETION
B. NEW FIRE STATION ALERT SYSTEM PROJECT WITH
SPARK POWER, LLC IN THE FINAL AMOUNT OF
$123,226.45; AND
AUTHORIZATION OF CITY CLERK TO RECORD NOTICE
OF COMPLETION
C. PUBLIC WORKS FACILITY 2ND FLOOR REMODEL
PROJECT – PHASE 2 WITH BBS CONSTRUCTION, INC.
IN THE FINAL AMOUNT OF $193,000; AND
AUTHORIZATION OF CITY CLERK TO RECORD NOTICE
OF COMPLETION
Attachments: 1. Notice of Completion – JAM Fire Protection, Inc. dba JAM Corporation
2. Notice of Completion – Spark Power, LLC
3. Notice of Completion – BBS Construction, Inc.
Meeting Date: August 6, 2024
RECOMMENDATION
Police Department Fire Alarm System Upgrade Project
Staff recommends City Council accept the described contract work with JAM Fire Protection, Inc. DBA JAM Corporation and authorize the City Clerk to record the attached Notice of Completion.
New Fire Station Alert System Project
Staff recommends City Council accept the described contract work with Spark Power, LLC and authorize the City Clerk to record the attached Notice of Completion.
Public Works Facility 2nd Floor Remodel Project – Phase 2 Staff recommends City Council accept the described contract work with BBS Construction, Inc. and authorize the City Clerk to record the attached Notice of Completion.
INTRODUCTION
This report provides information and requests City Council’s acceptance of the contract work indicated below and authorization of the City Clerk to record the Notices of Completion (Attachments 1-3) with the Los Angeles County Recorder.
DISCUSSION
Police Department Fire Alarm System Upgrade Project
Originally constructed in 1990, the Police Facility is fully covered by fire sprinklers and fire alarm systems. The building has undergone several remodeling projects or improvements since it was originally built. As part of the ongoing maintenance of the facility, a need was identified to replace the legacy system components of the building’s fire alarm system to bring consistency to overall building fire alarm system coverage and to support the mission of the City of Beverly Hills by upgrading critical fire life safety infrastructure to meet current building codes and the latest technology.
The base scope of work for this project included fire alarm system upgrade of the entire building by replacing existing obsolete smoke detectors and installing new and additional smoke detectors to address coverage gaps. The work also included installation of new speaker/strobe devices and supporting system infrastructure to meet the latest National Fire Alarm and Signaling Code (NFPA 72) as well as Chapter 9 of the California Building Code.
Due to added scope and existing unforeseen conditions, two change orders were issued totaling $28,419.33. The change orders included work to provide fire alarm device coverage at the penthouse level.
Staff from the City’s Public Works and Fire Departments have inspected the work and are satisfied that all work performed is consistent with construction documents and permitted drawings.
New Fire Station Alert System Project
The City’s three fire stations’ Motorola MOSCAD-based fire station alert system was 12 years old, and the processing units for that system were discontinued with replacement parts not readily available for over five years. The previous system did not provide monitoring capabilities, including system component failure notifications. The speakers for the fire station alert system were also old, and it was difficult to hear announcements.
Meeting Date: August 6, 2024
The new fire station alert system provides the most advanced technology currently available on the market. With the previous fire station alert system, when a dispatcher received a 911 call, the dispatcher took the following steps:
1. Determined call type.
2. Determined the address.
3. Obtained pertinent details and entered them into the CAD dispatch system.
4. Reviewed recommended fire truck apparatus units.
5. Sent out station tones/lights.
6. Waited for tones to stop and provide a verbal dispatch twice.
7. The dispatcher would hang up with the caller or place them on hold in order to accomplish the above tasks and to perform the verbal dispatch.
With the new Phoenix G2 fire station alert system, when a dispatcher receives a 911 call, some of the above steps are now automated:
1. Determines the call type.
2. Determines the address.
3. Reviews recommended fire truck apparatus units and accepts. From here, the Phoenix G2 system finishes the dispatch and alerting. Multiple fire stations/fire trucks are notified simultaneously, the appropriate lights turn on, and the Phoenix G2 voice alert provides a clear automated dispatch throughout the fire stations.
Dispatch staff no longer need to place callers on hold and are able to assist callers through their emergencies.
Additional features of the new fire station alert system include message boards and monitors which provide fire truck apparatus status and dispatch information.
To enhance alerting coverage throughout the fire stations, additions to the scope were requested by the Fire Department, which resulted in three change orders totaling $33,499.45. To keep the project afloat without delays and pursuant to BHMC Section 3- 3-107, the contract overage of $20,040 was approved under the City Manager’s approval authority.
Staff from the City’s Public Works and Fire Departments have inspected the work and are satisfied that all work performed is consistent with construction documents and permitted drawings.
Public Works Facility 2nd Floor Remodel Project – Phase 2 The Public Works Facility was constructed in 2003 and houses the Water Treatment Plant, water testing laboratory, various technical shops, employee lockers and lunchroom on the first floor, and administration staff and the water monitoring office on the second floor.
With the merger of Transportation, Park Services and Urban Forestry staff within the Public Works Department (“Department”), the number of employees has outgrown available square footage.
In Fiscal Year 2022-23, CIP 00893 was created to budget for second floor administration area improvements to create a more efficient layout to accommodate the additional staff workstations. The pandemic enabled telecommuting opportunities for staff; as such, Centralized Customer Relations staff can telecommute allowing for the office area to be remodeled and provide an expansion area for open workstations.
Meeting Date: August 6, 2024
The interior improvement project was planned to be implemented in two phases to allow the Department to stay operational during construction. The completion of the first phase of the improvement included first floor remodel for the Lactation Room and second floor remodel for expanded staff workstations. The Phase 2 scope of work included 1,050 square feet (SF) remodel area to allow for a new management analysts’ suite, replacement of aged workstations and expansion of the open plan administration staff area to accommodate a larger quantity of workstations and an interactive meeting area.
Staff from the Public Works and Community Development Departments inspected the work and are satisfied that all work performed is consistent with construction documents.
FISCAL IMPACT
Police Department Fire Alarm System Upgrade Project
Funding for this project is budgeted in Fund 405, Capital Improvements Project No. 00811, Major Building Systems Maintenance and Replacement. The total contract amount is $243,800 which includes a contingency amount of $31,800. The total project cost amounts to $240,419.33; therefore, $3,380.67 will be credited back to the original funding source.
The current amount paid on the contract is $228,398.37 with a retention balance of $12,020.96 to be paid 35 days after recordation of the Notice of Completion.
New Fire Station Alert System Project
Funding for this project is budgeted in Fund 405, Fire Station Headquarters Maintenance and Improvements (CIP #00585), Fire Station No. 2 Maintenance and Improvements (CIP #00586), and Fire Station No. 3 Maintenance and Improvements (CIP #00587). The original contract amount is $103,186, which includes a contingency amount of $13,459.
When adding the project change order approved by the City Manager of $20,040,45, the total amount authorized is $123,226.45. The additional enhancements resulted in three change orders in the total amount of $33,499.45. The total project cost amounts to $123,226.45.
The current amount paid on the contract is $85,891.07; the amount of $31,174.08 will be paid upon approval of the Notice of Completion with a retention balance of $6,161.30 to be paid 35 days after recordation of the Notice of Completion.
Public Works Facility 2nd Floor Remodel Project – Phase 2 Funding for this project is budgeted in Fund 405, Capital Improvements Project No. 00893, Public Works 2nd Floor Remodel. The total contract amount is $212,300.00 which includes a contingency amount of $19,300.00. The total project cost amounts to $193,000.00; therefore, $19,300.00 will be credited back to the original funding source.
The current amount paid on the contract is $185,250.00 with a retention balance of $7,750.00 to be paid 35 days after recordation of the Notice of Completion.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
THIS DOCUMENT IS OFFICIAL BUSINESS
OF THE CITY OF BEVERLY HILLS AND
ENTITLED TO FREE RECORDING UNDER
SECTION 6103 OF THE GOVERNMENT CODE
Requested by Huma Ahmed
AFTER RECORDING MAIL TO:
CITY CLERK'S OFFICE
Room 290, City Hall
455 North Rexford Drive
Beverly Hills, CA 90210
Space above this line for recorder's use
NOTICE OF COMPLETION
Notice is hereby given that:
1. The undersigned is owner of the interest or estate stated below in the property hereinafter described.
2. The full name of the undersigned is: City of Beverly Hills
3. The full address of the undersigned is: 455 North Rexford Drive, Beverly Hills, CA 90210
4. The nature of the title of the undersigned is: In fee
5. The full names and addresses of all persons who hold title with the undersigned are: None
6. A work of improvement on the property hereinafter described was completed on: July 16, 2024
7. The name of the contractor, if any, for such work of improvement was: JAM Fire Protection, Inc. DBA JAM Corporation
8. The property on which said work of improvement was completed is in the City of Beverly Hills, County of Los Angeles, and State of California, as is described as: Police Department Fire Alarm System Upgrade Project (RFB 22-350-24)
9. The street address of said property is: 464 North Rexford Drive, Beverly Hills, CA 90210 Dated:
STATE OF CALIFORNIA } Signature of }
COUNTY OF LOS ANGELES } Owner or Owners }
Huma Ahmed, being duly sworn, says: That she is the City Clerk of the City of Beverly Hills, the corporation that executed the foregoing notice as owner of the aforesaid interest or estate in the property therein described; that she makes this verification of behalf of said corporation; that she has read said notice and knows the contents thereof, and that the facts therein stated are true.
Signature of
Corporate Officer
Named Above X
Attachment 2
THIS DOCUMENT IS OFFICIAL BUSINESS
OF THE CITY OF BEVERLY HILLS AND
ENTITLED TO FREE RECORDING UNDER
SECTION 6103 OF THE GOVERNMENT CODE
Requested by Huma Ahmed
AFTER RECORDING MAIL TO:
CITY CLERK'S OFFICE
Room 290, City Hall
455 North Rexford Drive
Beverly Hills, CA 90210
Space above this line for recorder's use
NOTICE OF COMPLETION
Notice is hereby given that:
1. The undersigned is owner of the interest or estate stated below in the property hereinafter described.
2. The full name of the undersigned is: City of Beverly Hills
3. The full address of the undersigned is: 455 North Rexford Drive, Beverly Hills, CA 90210
4. The nature of the title of the undersigned is: In fee
5. The full names and addresses of all persons who hold title with the undersigned are: None
6. A work of improvement on the property hereinafter described was completed on: July 16, 2024
7. The name of the contractor, if any, for such work of improvement was: Spark Power, LLC
8. The property on which said work of improvement was completed is in the City of Beverly Hills, County of Los Angeles, and State of California, as is described as: New Fire Station Alert System Project (RFB 22-350-13)
9. The street address of said property is: 445 North Rexford Drive, Beverly Hills, CA 90210, 1100 Coldwater Canyon Drive, Beverly Hills, CA 90210, and 180 S. Doheny Dr., Beverly Hills, CA 90211 Dated:
STATE OF CALIFORNIA } Signature of }
COUNTY OF LOS ANGELES } Owner or Owners }
Huma Ahmed, being duly sworn, says: That she is the City Clerk of the City of Beverly Hills, the corporation that executed the foregoing notice as owner of the aforesaid interest or estate in the property therein described; that she makes this verification of behalf of said corporation; that she has read said notice and knows the contents thereof, and that the facts therein stated are true.
Signature of
Corporate Officer
Named Above X
Attachment 3
THIS DOCUMENT IS OFFICIAL BUSINESS
OF THE CITY OF BEVERLY HILLS AND
ENTITLED TO FREE RECORDING UNDER
SECTION 6103 OF THE GOVERNMENT CODE
Requested by Huma Ahmed
AFTER RECORDING MAIL TO:
CITY CLERK'S OFFICE
Room 290, City Hall
455 North Rexford Drive
Beverly Hills, CA 90210
Space above this line for recorder's use
NOTICE OF COMPLETION
Notice is hereby given that:
1. The undersigned is owner of the interest or estate stated below in the property hereinafter described.
2. The full name of the undersigned is City of Beverly Hills
3. The full address of the undersigned is 455 North Rexford Drive, Beverly Hills, CA 90210
4. The nature of the title of the undersigned is: In fee.
5. The full names and addresses of all persons who hold title with the undersigned are:
None
6. A work of improvement on the property hereinafter described was completed on March 19, 2024
7. The name of the contractor, if any, for such work of improvement was BBS Construction, Inc.
8. The property on which said work of improvement was completed is in the City of Beverly Hills, County of Los Angeles, and State of California, as is described as:
PUBLIC WORKS FACILITY 2ND FLOOR REMODEL PROJECT - PHASE 2 – (RFB-23-350-19)
9. The street address of said property is 345 Foothill Road, Beverly Hills, CA 90210 Dated:
STATE OF CALIFORNIA } Signature of }
COUNTY OF LOS ANGELES } Owner or Owners }
Huma Ahmed, being duly sworn, says: That she is the City Clerk of the City of Beverly Hills, the corporation that executed the foregoing notice as owner of the aforesaid interest or estate in the property therein described; that she makes this verification of behalf of said corporation; that she has read said notice and knows the contents thereof, and that the facts therein stated are true.
Signature of
Corporate Officer
Named Above X