AGENDA REPORT
Meeting Date: July 15, 2025
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Martin Nunes, Associate Project Manager
Subject: AWARD OF CONTRACT TO ECOBUILD, INC. FOR POLICE FACILITY - DISPATCH SUITE REMODEL PROJECT; AND
APPROVAL OF A CORRESPONDING PURCHASE ORDER IN THE
NOT-TO-EXCEED AMOUNT OF $234,054; AND
APPROVAL OF PLANS AND SPECIFICATIONS THEREFOR WITH
RESPECT TO DESIGN CRITERIA
Attachments: 1. Contract
RECOMMENDATION
Staff recommends that City Council:
1. Approve the award of a contract to the lowest responsible bidder, EcoBuild, Inc., for the Dispatch Suite Remodel Project in the amount of $203,525; and
2. Approve a 15% contingency for additional services in the amount of $30,529; 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 $234,054.
D-11
Meeting Date: July 15, 2025
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 such, the Dispatch Suite (9-1-1 Communications Center) has been identified for a prioritized interior office improvement that focuses on the replacement of floor, ceiling and wall finishes, as well as new kitchen and breakroom cabinets.
DISCUSSION
Twenty-five years ago an interior portion of the Police Facility was reconfigured on the first floor to create a dedicated suite of office spaces for the Communications Center.
The suite centers around an open office area containing six dispatcher consoles and a series of adjoining rooms, including a supervisor’s office, a shared private office, communications (Dispatch Data Comm.) room, kitchen, break room, single occupancy restroom and a lactation room. The existing suite is built on a raised floor (technical flooring) system, which primarily provides access and flexibility for the distribution and maintenance of large quantities of electrical and data cable bundles. This critical infrastructure serves the technological and uninterrupted electrical demands of processing the City’s emergency 9-1-1 calls around the clock, seven days a week.
Six new dispatcher consoles have already been purchased and are currently in production with an estimated delivery date in early August 2025. These much-needed replacement dispatcher consoles furnished by Russ Bassett Corp will be installed to replace the current aging and deteriorated workstations with new state-of-the-art systems furniture.
The new consoles will be supported by an electrical infrastructure upgrade, which will result in each console having two separate circuits on separate pole breakers, with dual Eaton automatic transfer switches. The decision to replace the consoles has been led by an impetus to not only replace old furniture, but to also enhance the critical infrastructure “backbone”. In doing so, a definite and valuable window of opportunity has arisen to remodel the suite’s deteriorated interior finishes in the most efficient and effective manner.
The remodel project will involve replacement of the following interior finish systems and furnishings:
New carpet tile and vinyl tile flooring;
New acoustical ceiling tiles;
New acoustical wall panels;
New LED light fixtures to replace existing fluorescent fixtures; and New break room cabinets.
Removal of the old floor finishes will create the opportunity to include upgrading the existing raised flooring pedestal system as part of the scope of work, and a complete remodel of the kitchen is included to better utilize the existing space and to provide additional storage cabinetry.
Staff conducted a study to evaluate the cost and time associated with relocating the dispatch operations to a temporary location so that the suite can be vacated for the duration of the remodel project. It was determined that the cost of temporary relocation Meeting Date: July 15, 2025
was high and disruptive to other PD functions. As a result, keeping the existing dispatch suite operational and phasing the construction was determined to be a better approach in completing this project. Based on console grouping and related interior improvements, the work will be performed in three separate zones. To minimize impact to dispatch operations, the project work will take place after hours when the frequency of incoming 9-1-1 calls is generally low. Additionally, the project will provide temporary partitions to isolate the construction zone noise and dust, separating each phase from the adjacent active-duty dispatchers.
On June 4, 2025, bid documents (Bid #25-350-41) 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 California Public Contract Code, pertaining to Public Works projects. Three of those contractors obtained bid documents and attended the mandatory pre-bid conference held on June 6, 2025.
The bid documents included two alternate bid items and a unit cost as follows:
Alternate #1: Provide an additive cost to replace existing 24” x 24” flourescent light fixtures with new LED fixtures.
Alternate #2: The existing flooring system is a raised pedestal type. Provide an additive alternate to clean existing sub-floor areas, reinforce existing subfloor structure and realign existing subfloor panels as delineated on the drawings (reference Sheet A-201).
Unit Price #1: Replacement 200SF of existing plywood subflooring as needed for installation of new vinyl tile floor finish.
On June 17, 2025, two bids were received as follows:
EcoBuild, Inc. RAMCO General Engineering
Contractors, Inc.
Base Bid $187,555 $196,444
Alternate #1
Alternate #2
$ 6,470
$ 5,500
$ 5,000
$ 24,000
Unit Pricing $ 4,000 $ 5,500
20 Days’ Delay $ 0 $ 6,000
Basis of Selection $203,525 $236,944
The bid documents specify that the low bid is determined by the sum of the base bid, all add alternates, unit prices and the compensable delay cost for twenty days. After review of the bids, staff has determined that EcoBuild, Inc. is the lowest responsible bidder, has submitted a responsive bid, and, pursuant to the California State Contractors Licensing Board, maintains a current license in good standing. Furthermore, EcoBuild, Inc. has successfully completed similar work for the City in the past. Therefore, staff recommends City Council approve an agreement with EcoBuild, Inc. for this project.
A contingency of $30,529 (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 Municipal Code Section 3-3-110 and in the Contract upon adequate written justification and substantiation.
Meeting Date: July 15, 2025
Selected Bid
Base Bid $ 187,555
Additive Alternate #1 $ 6,470
Additive Alternate #2 $ 5,500
Unit Cost #1 $ 4,000
Subtotal $ 203,525
15% Contingency $ 30,529
TOTAL $ 234,054
The bid documents specify that all work under the contract shall be completed within 123 calendar days from the date of the Notice to Proceed. Based on this timeline, the project is expected to be substantially complete by December 31, 2025.
FISCAL IMPACT
The $234,054 for Dispatch Suite Remodel is available from 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
POLICE FACILITY - DISPATCH SUITE REMODEL PROJECT
Bid number: RFB 25-350-41
THIS CONTRACT (“Contract”) is made and entered this 15th day of July, 2025 (“Effective Date”), by and between the CITY OF BEVERLY HILLS, a California municipal corporation (“City”) and EcoBuild, Inc. (“Contractor”). Contractor’s license number is 1008179.
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 - DISPATCH SUITE 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 Three Thousand, Five Hundred Twenty-Five Dollars ($203,525) 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 Error! Reference source not found. 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. 2 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:
SHARONA R. NAZARIAN, PsyD, 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 E. EPSTEIN
Director of Public Works
By:
MANDANA MOTAHARI
City Architect
By:
SHARON L’HEUREUX DRESSEL
Risk Manager
By:
ANTHONY RODSTEIN
Purchasing Services Manager