AGENDA REPORT
Meeting Date: October 10, 2024
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Martin Nunes, Associate Project Manager
Subject: AWARD OF A CONTRACT TO RAMCO GENERAL ENGINEERING CONTRACTORS, INC., FOR THE POLICE FACILITY DIGITAL
EVIDENCE & RECORDS REMODEL PROJECT; AND
APPROVAL OF A CORRESPONDING PURCHASE ORDER IN THE
NOT-TO-EXCEED AMOUNT OF $246,100; AND
APPROVAL OF PLANS AND SPECIFICATIONS THEREFOR WITH
RESPECT TO DESIGN CRITERIA
Attachments: 1. Contract
2. Cost estimate prepared by C.P. O’Halloran & Associates Inc.
RECOMMENDATION
Staff recommends that City Council:
1. Approve the award of a contract to the responsible bidder, RAMCO General Engineering Contractors, Inc., for the Digital Evidence & Records Remodel Project in the amount of $214,000; and
2. Approve a construction contingency in the amount of $32,100 (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 $246,100.
INTRODUCTION
The Beverly Hills Police Department building was originally constructed in 1990. There exists a growing need to increase functionality of the Department’s space and incrementally improve areas of the building that are much in need of revitalization. As Meeting Date: October 10, 2024
such, several projects have been identified and prioritized for implementation. The RollCall Room, High-Speed Roll-Up Door Replacements, Long-Term Evidence Storage HVAC, and Secure Vehicle Parking were the first of a series of high-priority Capital Improvement Projects that have been successfully completed in the past two years, along with other multiple interior office reconfigurations such as Real-Time Watch Center and Crime Impact Team improvement projects. Next on the list is the Digital Evidence and Records remodel.
DISCUSSION
The Police Department Records Bureau operations require adjacency with the digital evidence unit in order to create program efficiency as well as to streamline security protocol. The records bureau is currently located on the third floor, and the digital evidence office is located on the first floor of the Police Facility. The co-location of the two offices will eliminate the need for staff to go between the third and first floors of the building in order to carry out inter-dependent duties.
Staff prepared schematic concept plans to reconfigure unused space at the records bureau in order to create an integrated and secure digital evidence office within the records suite of open and private office space. The plans included a new customer service counter, remodeled supervisors shared office as well as a new secure file storage room that will contain a high-density shelving system. The schematic plans were issued to the architectural firm of Redesign Group, Inc. in order to prepare bidding and construction documents for the project.
On August 1, 2024, bid documents (Bid# 24-350-55) were distributed via Planet Bids to all prequalified general contractors on the City’s list through an informal bidding process permitted by Section 22032 of the Public Contract Code pertaining to public projects.
Three of those companies obtained bid documents and attended the pre-bid job walk held on August 7, 2024. On August 26, 2024, one bid was received as follows:
Basis of Selection RAMCO
Base Bid $214,000
20 days delay $0
Basis of Selection: $214,000
Since only one bid was received, staff contacted the other two contractors who failed to submit bids to seek the reason and learned that both contractors felt that the project scope was small, and, due to their other commitments, they were not able to perform the work. The bid amount submitted by RAMCO is reasonable and lower than the cost estimate prepared by an independent estimator for this project.
As a result, staff has therefore determined that RAMCO 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, RAMCO General Engineering Contractors, Inc. has successfully performed similar work for the City in the past. Therefore, staff recommends City Council approve an agreement with RAMCO General Engineering Contractors, Inc. for this project.
A contingency of $32,100, 15% of the bid 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 Meeting Date: October 10, 2024
Municipal Code Section 3-3-110 and in the Contract upon adequate written justification and substantiation.
The bid documents specify that all work under the Contract shall be completed within 75 calendar days from the date of the notice to proceed, resulting in an estimated completion of approximately January 2025.
FISCAL IMPACT
The $246,100 for Police Facility Digital Evidence and Records Remodel is available as part of Fund 405, Capital Improvement Project No. 00933, Police Facility Improvements.
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
POLICE FACILITY DIGITAL EVIDENCE & RECORDS REMODEL PROJECT THIS CONTRACT (“Contract”) is made and entered this 10th day of October, 2024 (“Effective Date”), by and between the CITY OF BEVERLY HILLS, a California municipal corporation (“City”) and RAMCO General Engineering Contractors, Inc. (“Contractor”). Contractor’s license number is 886077.
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 DIGITAL EVIDENCE & RECORDS REMODEL 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 Fourteen Thousand Dollars ($214,000.00) 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 undertake selfinsurance 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.” 2 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:
LESTER J. FRIEDMAN, Mayor
ATTEST:
By:
HUMA AHMED, City Clerk
Dated:
(“CONTRACTOR”)
By:
Printed Name:
Title:
By:
Printed Name:
Title:
[Signatures continue]
3 APPROVED AS TO FORM: APPROVED AS TO CONTENT:
By: By:
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
By:
SHANA E. EPSTEIN
Director of Public Works
By:
MANDANA MOTAHARI
City Architect
By:
SHARON L’HEUREUX DRESSEL
Risk Manager
By:
ANTHONY RODSTEIN
Purchasing Services Manager
Attachment 2
CONSTRUCTION DOCUMENT
COST ESTIMATE
for
Police Department Record Bureau Improvements
City of Beverly Hills, California
Prepared for :
Department of Public Works
City of Beverly Hills
345 Foothill Rd.
Beverly Hills, CA 90210
September 20, 2024
# 24-3208
30423 CANWOOD STREET, SUITE 133 ·AGOURA HILLS, CA 91301-4315 ·T 805-494-3703 ·F 805-497-7721 ·WWW.CPOHALLORAN.COM C. P. O'HALLORAN ASSOCIATES INC.
CONSTRUCTION COST MANAGEMENT
Police Department Record Bureau Improvements # 24-3208
City of Beverly Hills, California 20-Sep-24
Construction Document Cost Estimate
Basis of Construction Estimate
Construction Estimate Exclusions
Professional design, testing, inspection and management fees.
Pre-construction services.
Fire and all risk insurance.
Legal and financing costs.
Building permits and fees.
Hazardous material abatement.
Independent commissioning.
Contingencies.
The estimated construction cost is based on construction document drawings dated June 14, 2024. Unit costs include average prevailing wage labor rates with competitive bid conditions. Competitive bid conditions generally occur when bids are received from a minimum of three general contractors and three subcontractors for each trade. The estimate includes general contractor general conditions, general requirements, supervision, bonds, insurances, overhead, profit and fee. Project development soft costs are not included.
The estimated construction cost represents our best judgment as a professional consultant familiar with the construction industry. We have no control over the cost or supply of labor, materials and equipment, a contractor’s methods of determining bid prices and market conditions. We cannot and do not warranty or represent that bids or negotiated prices will not vary from the estimated construction cost.
( 1 ) C. P. O'Halloran Associates Inc.
Construction Cost Management
Police Department Record Bureau Improvements # 24-3208
City of Beverly Hills, California 20-Sep-24
Construction Document Cost Estimate
1,095 SF
COMPONENT SUMMARY $ / GSF $
1. Foundations - -
2. Vertical Structure - -
3. Floor and Roof Structure, Miscellaneous Metals 4.03 4,406
4. Exterior Cladding - -
5. Roofing and Waterproofing - -
Shell (1 - 5) 4.03 4,406
6. Interior Partitions and Doors 79.94 87,509
7. Interior Finishes - Floors, Walls, Ceilings 38.58 42,238
8. Fixed Equipment, Casework and Specialties 4.78 5,233
9. Stairs and Conveying - -
Interiors (6 - 9) 123.30 134,980
10. Plumbing - -
11. Heating, Ventilation, Air Conditioning 2.30 2,518
12. Electrical 26.08 28,555
13. Fire Protection 5.75 6,294
Mechanical and Electrical (10 - 13) 34.13 37,367
14. Site Preparation and Demolition 31.05 33,990
15. Site Development - -
16. Site Utilities - -
Sitework (14 - 16) 31.05 33,990
SUBTOTAL 192.51 210,742
General Conditions and General Requirements 18.5% 35.62 38,987 Bonds and Insurances 3.0% 6.84 7,492
Overhead and Profit 10.0% 23.50 25,722
TOTAL CONSTRUCTION 09/2019 258.47 282,944
Design / Estimate Contingency - -
Cost Escalation to Mid-Point of Construction - -
TOTAL CONSTRUCTION ESCALATED 258.47 $282,944
( 2 ) C. P. O'Halloran Associates Inc.
Construction Cost Management
Police Department Record Bureau Improvements # 24-3208
City of Beverly Hills, California 20-Sep-24
Component Description Quantity Unit Cost $
1. Foundations
-$
2. Vertical Structure
-$
3. Floor and Roof Structure
Equipment anchorage and framing 1,095 SF 1.73 1,888
Miscellaneous metals and concrete 1,095 SF 2.30 2,518
$ 4,406
4. Exterior Cladding
-$
5. Roofing and Waterproofing
-$
6. Interior Partitions and Doors
Steel stud framing 1,653 SF 15.70 25,948
Backing plates 81 LF 9.20 741
Fire safing 115 LF 10.70 1,230
Gypsum board, painted 3,306 SF 8.05 26,613
Patch, repair and paint existing 1,000 SF 4.60 4,600
Bullet resistant fiberglass panel 8 LF 855.60 6,789
Batt insulation 1,653 SF 2.99 4,942
Caulk sound partition 115 LF 1.84 212
Bullet proof pass thru 7 LF 793.50 5,555
Interior doors, frames and hardware 4 EA 2,719.75 10,879 $ 87,509
( 3 ) C. P. O'Halloran Associates Inc.
Construction Cost Management
Police Department Record Bureau Improvements # 24-3208
City of Beverly Hills, California 20-Sep-24
Component Description Quantity Unit Cost $
7. Interior Finishes - Floors, Walls, Ceilings
Flooring
Vinyl tile 665 SF 7.76 5,158
Carpet 430 SF 12.08 5,194
Level and prepare existing floor to receive new finish 1,095 SF 6.90 7,553 Rubber base 438 LF 2.99 1,310
Ceilings
Acoustic tile ceiling 895 SF 17.25 15,434
Gypsum board, painted 200 SF 37.95 7,589
$ 42,238
8. Fixed Equipment, Casework and Specialties
Public service counter 7 LF 747.50 5,233
$ 5,233
9. Stairs and Elevators
-$
10. Plumbing
-$
11. Heating, Ventilating and Air Conditioning
Relocate devices 1,095 SF 2.30 2,518
$ 2,518
( 4 ) C. P. O'Halloran Associates Inc.
Construction Cost Management
Police Department Record Bureau Improvements # 24-3208
City of Beverly Hills, California 20-Sep-24
Component Description Quantity Unit Cost $
12. Electrical
Power outlets 15 EA 672.75 10,091
Tel / data outlets 6 EA 557.75 3,347
Lighting recessed 8 EA 989.00 7,912
Exit light 1 EA 1,380.00 1,380
Switches 3 EA 511.75 1,535
Card reader 2 EA 1,454.75 2,910
Relocate existing 1 LS 1,380.00 1,380
$ 28,555
13. Fire Protection
Automatic wet pipe fire sprinklers, reconfigure existing 1,095 SF 5.75 6,294 $ 6,294
14. Site Preparation and Demolition
Site protective construction, dust and sound barriers 1,095 SF 10.35 11,330 Selective interior demolition 1,095 SF 20.70 22,660
$ 33,990
( 5 ) C. P. O'Halloran Associates Inc.
Construction Cost Management