AGENDA REPORT
Meeting Date: September 30, 2025
Item Number:
To: Honorable Mayor & City Council
From: Daren Grilley, Assistant Director of Public Works/City Engineer Teresa Revis, Associate Project Manager
Subject: AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY OF BEVERLY HILLS AND KPFF, INC. DBA KPFF CONSULTING
ENGINEERS FOR CIVIL ENGINEERING SERVICES FOR RODEO
DRIVE BOLLARDS PHASE 2; AND
APPROVAL OF A CHANGE PURCHASE ORDER IN THE
AMOUNT OF $89,840.50 FOR A TOTAL NOT TO EXCEED
AMOUNT OF $186,836.50
Attachments: 1. Amendment No. 1
RECOMMENDATION
Staff recommends that City Council approve Amendment No. 1 to the Agreement with KPFF, Inc. DBA KPFF Consulting Engineers (KPFF) for civil engineering services and construction support services for a total not-to-exceed amount of $186,836.50 for the Rodeo Drive Bollards Phase 2 project.
INTRODUCTION
This report is a request for City Council approval of Amendment No. 1 to an agreement between the City of Beverly Hills and KPFF for additional engineering design and construction support services related to the Rodeo Drive Bollards Phase 2 project.
DISCUSSION
In 2024, the City completed Phase 1 of the bollard installation project, which involved placing spherical bollards along Rodeo Drive and around the corners of Brighton Way, Dayton Way, and South Santa Monica Boulevard. Following this completion, staff executed a contract with KPFF in February 2025 for Phase 2 design services with a notto-exceed budget of $96,996. Phase 2 encompasses the installation of cylindrical bollards at corner curb ramps, mid-block pedestrian crossings, and driveway locations
BEVERLY
HILLS
Meeting Date: September 30, 2025
along Rodeo Drive from South Santa Monica Boulevard to Wilshire Boulevard for security purposes. Staff is now seeking to amend this agreement to incorporate additional services for underground utility investigation, design of signal pole replacements adjacent to the curb ramp bollards, and construction support.
Underground utility investigation will identify potential conflicts with existing utilities at proposed bollard locations, enabling design modifications before construction to reduce the chance of cost increases or delays. As part of a separate CIP, the deteriorating signal poles are being replaced throughout the business triangle. To avoid reconstructing the same areas twice, staff is proposing to include replacement of the signal poles on Rodeo Drive in this project (the funds for constructing that portion of the work will come from CIP No. 0630). The construction support services include material submittal reviews, contractor support for design-related questions, and site visits throughout the construction process.
FISCAL IMPACT
The fee for the additional services described above in Amendment No. 1 is $81,673.50 (including a contingency in the amount $8,167) for a total contract not-to-exceed amount of $186,836.50. Funds for this amendment are available in CIP 00864, Urban Design / Streetscape.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
1 B0785-0001\3157834v4.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND KPFF, INC. DBA KPFF CONSULTING
ENGINEERS FOR CIVIL ENGINEERING SERVICES FOR
RODEO DRIVE BOLLARDS PHASE 2
NAME OF CONSULTANT: KPFF, Inc. dba KPFF Consulting Engineers RESPONSIBLE PRINCIPAL Ali Khamsi, Principal
OF CONSULTANT:
CONSULTANT'S ADDRESS: 40 Newport Center Drive, Suite 100 Newport Beach, CA 92660
Attention: Ali Khamsi, Principal
CONSULTANT’S E.I.N./TAX I.D. NO.: 91-0755897
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: December 1, 2024
TERMINATION DATE: December 31, 2025 (original termination date) December 31, 2026 (amended pursuant to this
Amendment No. 1)
CONSIDERATION: Original Agreement:
Professional Fees: Not to exceed $86,440.00
Contingency: Not to Exceed $8,644.00
Reimbursable Expenses: Not to Exceed $1,912.00
Total Not to Exceed: $96,996.00, as more
particularly described in Exhibit B
Amendment No. 1:
Professional Fees: additional not to exceed
$81,673.50
Contingency: additional not to exceed $8,167.00
Total Not to Exceed: $186,836.50, as described in
Exhibit B
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 2 B0785-0001\3157834v4.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND KPFF, INC. DBA KPFF CONSULTING
ENGINEERS FOR CIVIL ENGINEERING SERVICES FOR
RODEO DRIVE BOLLARDS PHASE 2
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY"), and KPFF, Inc. dba KPFF Consulting Engineers (hereinafter called "CONSULTANT") dated February 24, 2025 and identified as Contract No. 72-25 (“Agreement”).
RECITALS
A. CITY and CONSULTANT entered into an Agreement for civil engineering and protective design consulting services for Phase 2 of the Rodeo Drive Bollards project.
B. CITY and CONSULTANT desire to amend the Agreement to extend the Termination Date, expand the Scope of Work to include underground utility investigation and traffic engineering services, and increase the Consideration to compensate CONSULTANT for its services.
NOW, THEREFORE, the parties agree as follows:
Section 1. The Termination Date shall be amended as set forth above.
Section 2. The Consideration shall be amended as set forth above.
Section 3. Exhibit A, “SCOPE OF WORK,” shall be restated and amended as attached hereto and incorporated herein.
Section 4. Exhibit B, “SCHEDULE OF PAYMENT AND RATES,” shall be amended as attached hereto and incorporated herein.
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Section 5. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
SHARONA R. NAZARIAN, PsyD
Mayor
ATTEST:
______________________(SEAL)
HUMA AHMED
City Clerk
CONSULTANT: KPFF, Inc. dba KPFF
Consulting Engineers
ALI KHAMSI
Principal
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
SHANA E. EPSTEIN
Director of Public Works
DAREN GRILLEY
Assistant Director of Public Works/City
Engineer
SHARON L’HEUREUX DRESSEL
Risk Manager
ANTHONY RODSTEIN
Purchasing Services Manager
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 4 B0785-0001\3157834v4.doc
EXHIBIT A
SCOPE OF WORK
I. SCOPE OF WORK
ORIGINAL AGREEMENT:
CONSULTANT shall provide civil engineering and protective design consulting services for the Rodeo Drive bollards phase 2 located at the intersections, mid-block crossings and driveways along Rodeo Drive between S. Santa Monica Blvd and Wilshire Blvd.
CONSULTANT shall provide the following:
Provide Topographic and Boundary Survey between buildings and edge gutters on both sides of Rodeo Drive.
Review as built record drawings made available by CITY. One (1) Site Visit for site observation and accessibility assessment. Site accessibility assessment is limited to the existing curb ramps within the project site only. Site Plan to show locations of new bollard array and curb ramp replacement. Site Demolition Plans identifying existing site improvements to be demolished and removed from the project site as it relates to civil engineering Scope of Work. Erosion and Sedimentation Control Plan(s).
Precise Grading Design.
Determine vehicle approach paths at City-identified points of vulnerability. Perform a vehicle vector analysis to determine attainable vehicle impact velocities at barriers located at each City-identified location and considering existing site conditions. Identify barrier options, including vendors for the evaluation of product options in development of design alternatives that address aesthetic considerations and existing conditions. Prepare structural calculations and drawings consisting of general notes and bollard foundation details suitable for permitting and construction. Prepare a protective design narrative documenting vehicle barrier design criteria and approach, analysis, and results.
Engineering Cost Estimate.
Attend meetings approximately bi-weekly and actively coordinate with CITY representatives and design team.
Respond to plan review comments.
Project Timeline
CONSULTANT shall submit 30%, 90% and 100% design for review by CITY. The following is the estimated timeline of the project:
1. 30% Design: 8 weeks
The following tasks will be completed and delivered in this milestone:
Topographic Survey
Site Observation / Accessibility Assessment
Vehicle Vector Analysis
Site Plan, including barrier options
30% Design Documents
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 5 B0785-0001\3157834v4.doc
Preliminary protective design narrative with vehicle vector analysis calculations.
2. 90% Design: 6 weeks
The following tasks will be completed and delivered in this milestone:
90% Design Documents
90% Specifications
Draft Engineering Cost Estimate
Final protective design narrative with structural calculations and crash rating analysis appendices
3.100% Design:3 weeks
The following tasks will be completed and delivered in this milestone:
100% Design Documents
100% Specifications
Final Engineering Cost Estimate
Additional services outside of the Scope of Work as outlined above will be set forth in writing before any work will be initiated. CONSULTANT and CITY will mutually agree to additional services in writing.
CONSULTANT guarantees the work shall be performed in accordance with the Scope of Work specified herein and to CITY’s full satisfaction and accordance with all relevant codes and regulations.
Assumptions And Exclusions
CITY to provide as-built drawings of all known utilities interfacing with curb cut and bollard locations.
A Geotechnical report with the following recommendations to be provided CONSULTANT at the start of the design phase of the project:
o Grading / Earthwork.
o Paving recommendations for both asphalt and concrete paving subject to light and heavy vehicular loading.
o Foundation design criteria and parameters.
The municipal or campus infrastructure utilities are sufficient to support the project. Existing utility capacity studies are not included in this Scope of Work. The project is not a multi-phased project. One set of construction documents will be prepared for permit and construction.
The horizontal and vertical location and size of existing on-site utilities will be determined from available record drawings made available to CONSULTANT. There are no utilities that will require relocation as a part of this project. The detailed design of the abandoned or relocated utilities shall be accomplished by utility purveyors.
The design of electrical, telecom and gas line service laterals and the distribution network are not a part of the scope of services for this project.
The irrigation system design is not a part of the scope of services for this project. CONSULTANT does not provide traffic engineering services. If traffic engineering services are required for the preparation of street improvement plans or other off-site plan package, CITY shall retain a traffic engineer.
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 6 B0785-0001\3157834v4.doc
New easement documents and monuments, if required for the project, are not included in the, and can provided as additional services if approved by CITY. Development of a threat and vulnerability assessment is not included. Advanced, finite element analysis of vehicle barriers is not anticipated to be necessary and is not included in Scope of Work and. Selection of appropriate bollard systems and their foundations will be through available vendors whose products have been tested and certified in accordance with ASTM 2656 for dynamic penetration rating of P1 or through US Department of Defense for a dynamic penetration rating of L3. Where vendor-tested and certified foundation configurations require site-adaptation to accommodate existing conditions such as utility conflicts, CITY shall accept an engineered foundation design. Testing services associated with certifying of crash-rated vehicle barriers are not included. Deliverables includes the 2D contract document file in PDF or ACAD format and the specifications in either Microsoft Word or PDF format. Any 3D Modeling, Integrated Project Delivery, or coordination of these efforts would be considered an additional service. Response to CITY’S third-party review of civil plans is not included in the scope can be provided as an additional service, if requested by CITY.
AMENDMENT NO. 1:
The following additional Scope of Work shall be considered additional services to the original Agreement. CONSULTANT shall provide services for an underground utility investigation and traffic engineering services as specified below.
Underground Utility Investigation
CONSULTANT shall retain the services of a sub-consultant to provide investigations of belowgrade utilities. The approximate horizontal locations of utilities will be marked with chalk spray. Detection methods have limitations, and there is no guarantee that every utility will be detected. Additionally, utility detection may not necessarily distinguish between active and abandoned utilities. The information from these below-grade utility investigations is intended to complement available record drawings to better understand the locations of existing utilities.
However, this information shall not replace further investigation required by the contractor before the start of construction. The contractor should use the information provided only as a reference and must conduct its own site investigation to locate all existing utilities within the project area.
CONSULTANT will not assume responsibility for the accuracy of the information provided by CITY.
The utility investigation will be conducted in two phases. Phase 1 will consist of utility investigations at locations 8, 10, 11, 14, and 15 illustrated below to be completed during a single night shift. If the results of Phase 1 indicate discrepancies between the field conditions and the as-built plans, Phase 2 will be initiated to investigate all remaining locations.
CITY must notify CONSULTANT to proceed with Phase 2. Upon receiving written notice to proceed from CITY, CONSULTANT shall coordinate with subconsultant to compile and share relevant utility records, topographic survey drawing, and the design plans to support the utility investigations, which also involves reviewing and analyzing field data and findings, incorporating them into the civil design plans, and updating the plans to address conflicts and ensure informed design decisions.
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 7 B0785-0001\3157834v4.doc
Traffic Signal Replacement and Construction Administration CONSULTANT shall replace the existing traffic poles and traffic signal equipment to meet the current Caltrans Standard to the project. The traffic poles to be replaced are limited to those within the work area for the replacement of curb ramps and installation of new bollards along Rodeo Drive between Santa Monica Boulevard and Wilshire Boulevard. A total of 16 traffic poles will be replaced. CITY anticipates replacing the 16 traffic poles with four (4) different types of Caltrans Standard traffic poles.
The following are the number of pole replacements at each intersection and anticipated types of poles:
• Santa Monica Blvd: One (1) Type 15 on the southeast corner only • Brighton Way: Six (6) Type 15; two (2) Type 17-3-10 on all corners • Dayton Way: Three (3) Type 15; two (2) Type 17-3-100; and one (1) Type 19-3-100 on northwest, southwest, and northeast corners. The signal poles on the southeast to remain. • Wilshire Blvd: One (1) Type 1A on the southwest corner only It is assumed that the footings of the traffic poles per Caltrans Standard will be increased from those of the existing traffic poles. The existing locations of the traffic poles as well as the proposed locations of bollards may be slightly adjusted as needed to find the optimal location for the new traffic poles and effective bollard protections.
CONSULTANT shall use Caltrans Standard Details for the footings of the traffic pole replacement and exclude the structural engineering scope of work for the traffic pole replacement.
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B Red dots mark the curb cuts
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Locations of Utility Investigation
8 B0785-0001\3157834v4.doc
Civil engineering services shall include the following tasks:
1. Review available record drawings for the site, including existing traffic poles to be replaced.
2. Review Caltrans standard plans for traffic pole types designated by the City (four assumed).
3. Coordinate the location of the new traffic pole foundations with the new proposed bollard foundations. Make adjustments to current bollard layout (base scope) as needed to best accommodate the new traffic poles.
4. Coordinate with CITY and traffic engineer for the recommendations of the traffic signal replacement.
5. Prepare and include the location of the traffic signal replacement in the civil plans to show the new locations of replaced traffic signal poles in relationship with the proposed bollards and curb ramps improvements.
6. Maximum of two (2) additional project coordination meetings to be conducted via video conferencing.
7. Construction Administration (CA) support includes responding to Requests for Information (RFIs) and submittal reviews; and maximum of three (3) site visits. CONSULTANT will also attend weekly owner-architect-contractor (OAC) meetings for the first month of construction and bi-weekly thereafter.
Structural engineering services include the following tasks:
1. Up to three (3) site visits during construction to perform structural observations as required by Code and prepare field reports.
2. Perform general conformance reviews of material submittals and shop drawings.
3. Provide clarifications of the construction documents in response to contractor-initiated RFIs.
4. Review testing and inspection reports prepared by others and initiate action in response to those reports, as appropriate.
Assumptions and Exclusions
1. CITY will provide as-built drawings of existing traffic poles to be replaced.
2. There are no utilities that will require relocation as a part of this project.
3. New easement documents and monuments, if required for the project, are not included in the Scope of Workl and may be provided as additional services.
4. CONSULTANT understands that this is a traditional project delivery consisting of paper or electronic 2D contract documents and specifications. This delivery includes the 2D contract document files in PDF and ACAD format and the specifications in either Microsoft Word or PDF format. Any 3D Modeling, Integrated Project Delivery, or coordination of these efforts would be considered an additional service.
5. Response to CITY’s third-party review of civil plans is not included in the Scope of Work and can be provided as an additional service.
6. Any services not explicitly listed in this Exhibitl will be considered additional services.
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 9 B0785-0001\3157834v4.doc
Traffic Engineering Services
CONSULTANT shall retain the services of a traffic engineering firm to provide the traffic plans needed to show the replacement of the traffic poles and traffic signal equipment, according to the following tasks:
Task 1: Project Mobilization
Task 2: Signal Improvement Plans
Task 3: Cost Estimate
Task 4: Plan Processing
Task 5: Meeting Support
Task 6: Costruction Administration (CA) Services
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 10 B0785-0001\3157834v4.doc
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONSULTANT for the satisfactory performance of the work described in this Agreement in a total amount not to exceed One Hundred Sixty-Eight Thousand One Hundred Thirteen Dollars and Fifty Cents ($168,113.50), including all labor and taxes based on the following fees set forth in this Exhibit B.
CITY shall compensate CONSULTANT for reimbursable expenses reasonably incurred in the performance of the Agreement in an amount not to exceed One Thousand Nine Hundred Twelve Dollars ($1,912.00).
Contingency in an amount not to exceed Sixteen Thousand Eight Hundred Eleven Dollars ($16,811.00) for additional, unforeseen, and unanticipated work outside the Scope of Work described in Exhibit A, and shall not be undertaken without the express direction by CITY in writing. Compensation for said additional work shall be mutually agreed upon by CITY and CONSULTANT in writing.
In no event shall this Agreement total exceed One Hundred Eighty-Six Thousand Eight Hundred Thirty-Six Dollars and Fifty Cents ($186,836.50).
SCHEDULE OF FEES
CITY shall compensate CONSULTANT as follows:
Original Agreement
Topographic Survey $12,500.00
Civil Engineering and Protective Design Services $73,940.00 Reimbursable Expenses $1,912.00
Sub Total $88,352.00
Amendment No. 1
Underground Utility Investigation, Phase 1 $10,338.50
Underground Utility Investigation, Phase 2 (as-needed) $23,750.00 Traffic Signal Replacement $20,675.00
Construction Administration $26,910.00
Sub Total $81,673.50
TOTAL $170,025.50
Reimbursable expenses such as for reproduction, photography, telephone, travel, and delivery incurred in the performance of services under this Agreement shall be reimbursed at cost without markup.
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B 11 B0785-0001\3157834v4.doc
PAYMENT SCHEDULE
Fees for services shall be invoiced by phase according to the following schedule.
Task Fee
Original Agreement
Topographic Survey $12,500
30% Design $36,770
90% Design $24,860
100% Design $12,370
Sub Total $86,440
Traffic Signal Replacement $20,675
Construction Administration
Services $26,910
Subtotal $81,673.50
Total $170,025.50
For additional services outside of the Scope of Work as outlined in this Exhibit, if any, CITY shall compensate CONSULTANT at the rates set forth below.
HOURLY BILLING RATES
Principal-In-Charge $290
Senior Project Manager $235
Senior Technical Specialist $235
Project Manager $215
Technical Specialist $215
Project Engineer $180
Design Engineer $165
Chief CAD Operator $190
Lead Modeler $190
Drafter / CAD Operator $165
Modeler $165
Project Assistant $110
CONSULTANT shall submit to CITY a detailed invoice, based on the payment schedule set forth in this Exhibit B, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice. CITY shall pay CONSULTANT said Consideration in accordance with the schedule of payment set forth in this Exhibit.
Amendment No. 1
Underground Utility Investigation –
Phase 1 $10,338.50
Underground Investigation –
Phase 2 (as-needed) $23,750
Docusign Envelope ID: B9086088-336F-42AF-A4E4-E32F75CFED1B Certificate Of Completion
Envelope Id: B9086088-336F-42AF-A4E4-E32F75CFED1B Status: Sent Subject: Complete with Docusign: KPFF, Inc. (72-25) Amendment No. 1 - Rodeo Drive Bollards Phase 2 Source Envelope:
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Ali Khamsi
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