AGENDA REPORT
Meeting Date: October 28, 2025
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Karen Domerchie, Project Manager
Subject: ACCEPTANCE OF THE CONTRACT WORK FOR THE FIRE
STATION NO. 3 HVAC UPGRADES PROJECT WITH AC PROS,
INC. IN THE FINAL AMOUNT OF $295,250.83; AND
AUTHORIZATION OF CITY CLERK TO RECORD NOTICE OF
COMPLETION
Attachments: 1. Notice of Completion
RECOMMENDATION
Staff recommends that City Council accept the described work with AC Pros, Inc. and authorize the City Clerk to record the attached Notice of Completion with the Los Angeles County Recorder.
INTRODUCTION
The ventilation system upgrade at Fire Station No. 3 was identified as a priority project under ongoing replacement of major building systems. The 55-year-old exhaust fans had reached beyond their useful life. The equipment replacement provides an energy efficient, low maintenance and reliable ventilation system.
In addition, new cooling systems were needed at the first-floor electrical room and secondfloor office to prevent overheating of network switches and the new fire station alert system equipment.
DISCUSSION
The ventilation system at this fire station consists of four exhaust fans serving various areas as tabulated below:
BEVERLY
HILLS
Meeting Date: October 28, 2025
Exhaust Fan EF-1 Second Floor Men’s Restroom
Exhaust Fan EF-2 Shop
Exhaust Fan EF-3 Second Floor Women’s Restroom
Exhaust Fan EF-4 Apparatus Bay
Exhaust fans are particularly essential for removing carbon monoxide, nitrous oxide and diesel particulates at the apparatus area. All of the existing exhaust fans were found to be in poor condition and lost their operational efficiency.
The ventilation improvement project included replacement of all exhaust fans listed above with new energy-efficient units. In addition, a new carbon monoxide detection system was installed, which is connected to the City’s Building Management System (BMS) with 24/7 monitoring capabilities.
The HVAC improvements project at Fire Station No. 3 also included the installation of new cooling systems at the first-floor electrical room and second-floor office where network switches and other heat generating equipment are housed.
Staff from the Building Department, Fire Department and Public Works inspected the work and are satisfied that work has been performed consistent with construction documents.
FISCAL IMPACT
Funding for this project was budgeted in Fund 405, Capital Improvements Project No. 00811, Major Building Systems Maintenance and Replacement. The total bid amount was $281,360, plus a contingency amount of $42,204 for a total contract amount of $323,564.
Due to added scope and existing unforeseen conditions, two change orders were issued in the amount of $13,890.83. The total project cost amounts to $295,250.83; therefore, $28,313.17 will be credited back to the original funding source.
The current amount paid on the contract is $280,834.09 with a retention balance of $14,416.74 to be paid 35 days after recording 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
Notice is hereby given that:
Space above this line for recorder's use
NOTICE OF COMPLETION
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: October 28, 2025
7. The name of the contractor, if any, for such work of improvement was: AC Pros, 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: Fire Station No. 3 HVAC Upgrades Project (RFB 25-350-16)
9. The street address of said property is: 180 S. Doheny Drive, Beverly Hills, CA 90210 Dated: City of Beverly Hills
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