AGENDA REPORT
Meeting Date: August 5, 2025
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Ji Kim, Project Manager
Subject: AWARD OF A CONTRACT TO THE LOWEST RESPONSIBLE
BIDDER, TRUELINE CONSTRUCTION & SURFACING, INC., FOR
THE ROXBURY PARK AND LA CIENEGA TENNIS COURTS
RESURFACING PROJECT; AND
APPROVAL OF A CORRESPONDING PURCHASE ORDER IN
THE NOT-TO-EXCEED AMOUNT OF $551,557.67; AND
APPROVAL OF PLANS AND SPECIFICATIONS THEREFOR
WITH RESPECT TO DESIGN CRITERIA
Attachments: 1. Contract
RECOMMENDATION
Staff recommends City Council:
1. Approve the award of a contract to the lowest responsible bidder, Trueline Construction & Surfacing, Inc., for the Roxbury Park and La Cienega Tennis Courts Resurfacing Project in the amount of $501,416.07; and
2. Approve a construction contingency in the amount of $50,141.60 (10%) and delegate the authority to approve change orders to the City Manager or designee as provided in the Beverly Hills Municipal Code, Section 3-3-111; and
3. Approve a purchase order to Trueline Construction & Surfacing, Inc. in the not-toexceed amount of $551,557.67; and
4. Approve the plans and specifications as detailed in the bid documents, which are adopted and approved with respect to design criteria.
BEVERLY
HILLS
Meeting Date: August 5, 2025
INTRODUCTION
Due to heavy usage, the City has established a five-year maintenance cycle for resurfacing tennis courts at Roxbury Park Tennis Facility and La Cienega Tennis Center.
Courts were last resurfaced at Roxbury Park Tennis Facility in 2021 and at La Cienega Tennis Center in 2017 and are due for routine resurfacing.
The City has established a prequalified contractors list through a formal Request for Qualifications, in compliance with Public Contract Code Section 20101, to ensure that only experienced and capable firms participate in the bidding process. Bid documents were prepared with detailed technical specifications and alternates, and a mandatory pre-bid meeting was conducted on site to ensure all bidders had a clear understanding of project parameters. The base scope of work includes resurfacing of four (4) courts at Roxbury Park Tennis Facility, located at 401 S. Roxbury Dr. Beverly Hills, CA 90212, and sixteen (16) courts at La Cienega Tennis Center, located at 325 S. La Cienega Blvd. Beverly Hills, CA 90211.
Multiple alternatives, both additive and deductive, were considered during preparation of bid documents, including varying the extent of court resurfacing, pending approval of finalization of Pickleball Pilot Program, painting of various court elements, and replacement of windscreens and other amenities. Options that did not meet the City’s standards for durability, safety, or cost-effectiveness were set aside. The recommended approach was selected based on its ability to deliver comprehensive improvements within the available budget and schedule, while also providing flexibility through additive and deductive alternates.
DISCUSSION
A Request for Qualifications was advertised in local newspapers, trade journals and PlanetBids. The Prequalification Package was posted to the PlanetBids portal on May 23, 2025. Three companies submitted their qualifications on June 16, 2025, as follows: 3M Construction Corporation, Creative Paving Solutions, and Trueline Construction & Surfacing, Inc. Two companies obtained passing scores and were qualified to submit bids.
On June 20, 2025, the bid documents were issued to prequalified contractors via PlanetBids (Bid #25-350-28). The bid documents included base scope with four (4) additive alternate and one (1) deductive alternate as follows:
Base Bid Scope:
Roxbury Park Tennis Facility - Resurfacing and restriping total of four (4) courts, which is comprised of three (3) tennis courts and one (1) tennis court conversion to four (4) pickleball courts
La Cienega Tennis Center - Resurfacing and restriping total of sixteen (16) courts, which is comprised of thirteen (13) tennis courts and three (3) tennis court conversion to (4) pickleball court per tennis court, plus walkways, common area and area outside of California corners.
Meeting Date: August 5, 2025
Alternates:
Additive Alternate No. 1: Painting existing net posts at Roxbury Park Tennis Facility per technical specifications. Acceptance of this alternate will increase project duration by two (2) working days.
Additive Alternate No. 2: Painting existing net posts, bench legs, guardrails, and handrails at La Cienega Tennis Center, per technical specifications. Acceptance of this alternate will increase project duration by 10 working days. Additive Alternate No. 3: Replace existing windscreens with new at Roxbury Park Tennis Facility, per technical specifications. Acceptance of this alternate will increase project duration by four (4) working days.
Additive Alternate No. 4: Replace existing windscreens with new at La Cienega Tennis Center, per technical specifications. Acceptance of this alternate will increase project duration by 10 working days.
Deductive Alternate No. 5: Between Roxbury Park Tennis Facility and La Cienega Tennis Center, base bid shall include conversion of total of four (4) tennis courts to four (4) pickleball court per tennis court. Provide deductive alternate cost to restripe it as combo courts, in lieu of converting. Combo court is comprised of one (1) tennis court + four (4) pickleball courts. Acceptance of this alternate will not reduce project duration.
On July 18, 2025, only one bid was received, and the bid result is as follows:
Trueline Construction &
Surfacing , Inc.
Base bid 1 – Roxbury Park Tennis Facility $ 66,527.70
Base bid 2 – La Cienega Tennis Center $ 244,454.02
Add alt #1 $ 2,080.00
Add alt #2 $ 26,779.35
Add alt #3 $ 33,115.00
Add alt #4 $ 128,460.00
Deduct alt #5 $ (17,600.00)
20 days delay $ 20,000.00
Since only one bid was received, staff contacted the contractor who had failed to submit a bid to seek the reason and learned that Creative Paving Solutions has too many commitments at this point. Since this project would be its first project with the City, the company wanted to ensure that they commit to it at a time they can confidently deliver high quality service.
Due to the maintenance cycle schedule and the expedited timeline for implementation of pickleball court pilot program, staff recommends City Council approve an agreement with Meeting Date: August 5, 2025
Trueline Construction & Surfacing, Inc. for this work. Trueline Construction & Surfacing, Inc. has a long working history with the City, has successfully performed projects of similar scope in previous resurfacing cycles of both the Roxbury Park Tennis Facility and La Cienega Tennis Center, and was the lowest responsible bidder when multiple bids were received in past projects.
FINAL SELECTION
Base bid 1 – Roxbury Park Tennis Facility $ 66,527.70
Base bid 2 – La Cienega Tennis Center $ 244,454.02
Add alt #1 $ 2,080.00
Add alt #2 $ 26,779.35
Add alt #3 $ 33,115.00
Add alt #4 $ 128,460.00
$
Subtotal $ 501,416.07
10% Contingency $ 50,141.60
Total Not-to-Exceed $ 551,557.67
Staff further recommends that the base bid, all additive alternates and deductive alternate be accepted as the contract work.
Deductive Alternate #5 was included in the bid with City Council’s pending decision on the finalization of the Pickleball Pilot Program under consideration. Approval of the finalization of the Pickleball Pilot Program will result in converting a total of four (4) tennis courts to sixteen (16) pickleball courts, in a ratio of 4 per tennis court. Court conversion scope is included in the base bid of this project. If City Council decides not approve the finalization of the Pickleball Pilot Program or postpone the decision to a later date, Deductive Alternate #5, $17,600 (price is valid for 90 days), can be applied and received in the form of a credit once the project starts.
A contingency of $50,141.60, 10% 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 Section 3-3-110 and in the Contract upon adequate written justification and substantiation.
Work is scheduled to begin at the end of August. The bid documents specify that all work under the contract shall be completed within 71 calendar days from the date of the notice to proceed, resulting in an estimated completion of approximately early October 2025.
This work will be performed in phases in order to keep the facilities operational at all times.
Meeting Date: August 5, 2025
FISCAL IMPACT
The $551,557.67 for the project is available as part of Fund 160 Capital Improvement Program 0483, Tennis Courts and Site Enhancements. Additional funding is scheduled to accrue in this capital improvement program budget over the next five years for future resurfacing 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
ROXBURY PARK AND LA CIENEGA TENNIS COURTS RESURFACING PROJECT THIS CONTRACT (“Contract”) is made and entered this 5th day of August, 2025 (“Effective Date”), by and between the CITY OF BEVERLY HILLS, a California municipal corporation (“City”), and Trueline Construction & Surfacing, Inc. (“Contractor”). Contractor’s license number is 662625.
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 ROXBURY PARK AND LA CIENEGA TENNIS COURTS RESURFACING 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 Five Hundred One Thousand, Four Hundred Sixteen Dollars and Seven Cents ($501,416.07) 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