Item E-15 Agenda Report — Beverly Hills City Council, November 12, 2025

AGENDA REPORT
Meeting Date: November 12, 2025
Item Number:

To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Martin Nunes, Associate Project Manager
Subject: AWARD OF A CONTRACT TO A.J. KIRKWOOD & ASSOCIATES, INC. FOR THE LIBRARY FIRE ALARM UPGRADE PROJECT; AND

APPROVAL OF A CORRESPONDING PURCHASE ORDER IN THE
NOT-TO-EXCEED AMOUNT OF $197,810; AND

APPROVAL OF PLANS AND SPECIFICATIONS THEREFOR WITH
RESPECT TO DESIGN CRITERIA; AND

PURSUANT TO THE PROVISIONS OF THE CALIFORNIA

ENVIRONMENTAL QUALITY ACT (CEQA), CITY COUNCIL WILL

ALSO CONSIDER FINDING THE PROJECT EXEMPT FROM

FURTHER REVIEW UNDER CEQA
Attachment: 1. Contract

2. Plans

RECOMMENDATION
Staff recommends that City Council:

1. Approve the award of a contract to the lowest responsible bidder, A.J. Kirkwood, Inc., for upgrade of the fire alarm system at the Library in the amount of $164,842; and

2. Approve a construction contingency in the amount of $32,968 (20%); and

3. Approve a purchase order in the not-to-exceed amount of $197,810; and

4. Approve the plans and specifications as detailed in the bid documents, which are adopted and approved with respect to design criteria; and

5. Consider finding the project exempt from further review under the California Environmental Quality Act.

BEVERLV
HILLS
di
Meeting Date: November 12, 2025

Page 2 of 3 ends

INTRODUCTION
The Beverly Hills Library was extensively remodeled and extended when Beverly Hills Civic Center Improvements were constructed in 1990. The building occupies a two-story mixed occupancy municipal facility consisting of a non-combustible primary structural frame with two levels of subterranean structure, which include parking areas and Information Technology office, Data Center, Graphics Studio and Print Shop. The building is fully protected by an automatic fire sprinkler system and is currently served by a fire alarm system, which is original to the building, and consists of a mix of old system and newer upgrades where areas have been remodeled throughout the years. As part of the ongoing upgrade of the Civic Center fire alarm systems, a need has been identified to replace the legacy system components of the building’s fire alarm to bring consistency to the overall building fire alarm system and to support the mission of the City of Beverly Hills by upgrading critical fire life safety infrastructure to meet current building codes and the latest technology.

DISCUSSION
The building’s fire alarm system is comprised of area smoke detectors, pull stations, fire sprinkler monitoring, HVAC system fan and damper control, fire/smoke door control, speakers and strobes, as well as other system monitoring. The main fire alarm control panel is an FCI Gamewell E3 system with integrated voice evacuation.

There have been numerous interior improvement projects and partial fire alarm upgrade projects that have resulted in changes to the original system. The most recent upgrade to the fire alarm system occurred as part of the 2022 second floor Library Administration offices remodel.

Staff engaged the professional engineering services of Exante360 to prepare basis of design drawings and specifications to complete the fire alarm upgrade of the entire building by achieving the following goals:
 Replacement of existing obsolete smoke detectors;
 Installation of additional smoke detectors to address coverage gaps;  Replacement of existing obsolete speakers; and
 Installation of additional speakers and strobes to meet the latest National Fire Alarm and Signaling Code (NFPA 72) as well as Chapter 9 of the California Building Code.

On September 25, 2025, bid documents (Request for Bid #26-350-7) were distributed via PlanetBids to two prequalified fire alarm contractors on the City’s list through the bidding process permitted by Section 22032 of the California Public Contract Code, pertaining to Public Works projects. Both of those contractors obtained bid documents and attended the mandatory pre-bid conference and job walk held on September 19, 2025.

On October 10, 2025, two bids were received as follows:

Basis of Selection JAM Corporation A.J. Kirkwood & Associates Base Bid $ 618,000 $ 164,842
20 days delay $ 0 $ 0
Basis of Selection: $ 618,000 $ 164,842
There were no alternates or allowances specified for this project.

Meeting Date: November 12, 2025

Page 3 of 3 ends

The bid documents specify that the low bid is determined by the sum of the base bid and the compensable delay cost for twenty days. After review of the bids, due to the large delta between the two bids received, staff contacted the low bidder and gave them an opportunity to review their bid amount to make sure there has been no error in their calculations. After confirmation that the bid amount is correct, staff has determined that A.J.

Kirkwood 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, A.J. Kirkwood has successfully been prequalified for the Work and is a certified installer of Gamewell Platinum Rated System. Therefore, staff recommends City Council approve an agreement with A.J. Kirkwood for this work.

A contingency of 20% of the contract amount is recommended for changes due to unforeseen conditions in order to successfully complete the work. The contingency amount recommended is higher than normal due to unknown conditions within the Library building with large areas of hard ceiling construction, which can only be discovered during construction. Expenditures from the contingency will be made utilizing the Change Order process in the Beverly Hills Municipal Code upon adequate written justification and substantiation.

Selected Bid
Base Bid $ 164,842.00
20% Contingency $ 32,968
Total $ 197,810
The bid documents specify that all work under the contract shall be completed within one hundred (100) calendar days from the date of the notice to proceed, resulting in an estimated completion of approximately mid-March, 2026.

ENVIRONMENTAL REVIEW
Approval of the Library Fire Alarm Upgrade Project was assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines and the environmental regulations of the City. Staff believes the approval of the proposed improvements is exempt from CEQA pursuant to the ‘Existing Facilities’ Section 15301 of Title 14 of the California Code of Regulations because the work involves no expansion of use within the existing Library facility. Based on the foregoing, staff recommends City Council find that the project is exempt from further review under the provisions of CEQA pursuant to CEQA Guidelines Section 15301 Existing Facilities.

FISCAL IMPACT
The $197,810 for Library Fire Alarm System Upgrade is available as part of Fund 405, Capital Improvement Project No. 00811, Major Building Systems Upgrades and Replacement. No additional funding is requested at this time.

Shana Epstein,
Director of Public Works
Approved By
Attachment 1

CONTRACT

CITY OF BEVERLY HILLS

CONTRACT FOR

LIBRARY FIRE ALARM UPGRADE PROJECT
THIS CONTRACT (“Contract”) is made and entered this 12th day of November 2025 (“Effective Date”), by and between the CITY OF BEVERLY HILLS, a California municipal corporation (“City”) and A.J. Kirkwood & Associates, Inc. (“Contractor”). Contractor’s license number is 724633.

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 LIBRARY FIRE ALARM UPGRADE 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 One Hundred Sixty-Four Thousand, Eight Hundred Forty-Two Dollars ($164,842) 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 under take 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.”

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:

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
[Signatures continue]
By:

MANDANA MOTAHARI
City Architect
By:

SHARON L’HEUREUX DRESSEL
Risk Manager
By:

ANTHONY RODSTEIN
Purchasing Services Manager
Attachment 2
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A B C D E
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4.14 5.1
895 DOVE ST. 3RD FLOOR

NEWPORT BEACH, CA
92660

REVIEWED
DRAWN
PROJECT NO.

APPROVAL
AGENCY NO.

STAMP
EXANTE360, INC expressly reserves its common law copyright and other property rights in these plans. These plans are not to be reproduced, changed or copied in any form or manner, nor are they to be assigned to any third party without first obtaining the written consent of Exante360, Inc. COPYRIGHT 2021 ©

DESCRIPTION
SHEET
100% DESIGN DEVELOPMENT 06/27/2025
8/4/2025 12:53:40 PM
FA-203

FIRE ALARM FLOOR PLAN
- LEVEL 1 - AREA A
444 N REXFORD DR
BEVERLY HILLS, CA 90210

CITY OF

BEVERLY HILLS

LIBRARY
LS, RC
TW

20.2119
1/8" = 1'-0" 1
FIRE ALARM FLOOR PLAN - LEVEL 1 - AREA A

KEY PLAN
B
D
A
C
NORTH
GENERAL NOTES:

A. MAINTAIN FUNCTIONALITY OF ALL EXISTING TO REMAIN DEVICES THROUGHOUT THE DURATION OF THE PROJECT. REPROGRAM AS NEEDED TO SUPPORT THE EXPANSION OF THE EXISTING SYSTEM. RETEST UPON PROJECT COMPLETION.

B. ALL DEVICES ARE NEW UNLESS OTHERWISE NOTED.

C. EXISTING CONDUIT PATHWAYS WERE TAKEN FROM THE AS-BUILT DRAWINGS AND SHOWN FOR REFERENCE ONLY. EXANTE360 MAKES NO CLAIMS OR

REPRESENTATION REGARDING THE ACCURACY OF THE EXISTING CONDUIT PATHWAYS SHOWN ON THESE DRAWINGS.

D. WHERE EXISTING DEVICES ARE NOTED TO BE REPLACED (E/R), REPLACE WITH AN ADDRESSABLE DEVICE THAT PROVIDES INDIVIDUAL POINT REPORTING.

E. CONFIRM EXISTING CANDELA RATING FOR EXISTING VISUAL NOTIFICATION DEVICES THAT ARE TO REMAIN. ADJUST CANDELA RATING AS REQUIRED TO MEET CODE REQUIRED VISUAL NOTIFICATION DEVICE COVERAGE FOR THE AREA.

KEYNOTES:

1. EXISTING DELUGE FIRE SUPPRESSION SYSTEM. PROVIDE NEW WATERFLOW SWITCH, VALVE TAMPER SWITCH AND ADDRESSABLE MONITOR MODULES.

2. AREA HAS SENSITIVE ARCHITECTURAL AND HISTORICAL FEATURES AND ELEMENTS. ALL DEVICE LOCATIONS, INSTALLATION MEANS AND METHODS, WALL

OPENINGS, PATCH BACK AND PAINTING REQUIRE THE APPROVAL OF THE CITY ARCHITECT. CONCEAL ALL EXPOSED RACEWAYS FROM PUBLIC VIEW.

3. PROVIDE NEW NOTIFICATION DEVICE POWER SUPPLY. ENSURE QUANTITY OF

POWER SUPPLIES IS SUFFICIENT TO SUPPORT ALL NOTIFICATION DEVICES IN THE AREA.
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F G H H.2 J K N L
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6 5

5.1 895 DOVE ST. 3RD FLOOR

NEWPORT BEACH, CA
92660

REVIEWED
DRAWN
PROJECT NO.

APPROVAL
AGENCY NO.

DESCRIPTION
SHEET
100% DESIGN DEVELOPMENT 06/27/2025
8/4/2025 12:53:41 PM
FA-204

FIRE ALARM FLOOR PLAN
- LEVEL 1 - AREA B
444 N REXFORD DR
BEVERLY HILLS, CA 90210

CITY OF

BEVERLY HILLS

LIBRARY
LS, RC
TW

20.2119
1/8" = 1'-0" 1
FIRE ALARM FLOOR PLAN - LEVEL 1 - AREA B

KEY PLAN
B
D
A
C
NORTH
GENERAL NOTES:

B. ALL DEVICES ARE NEW UNLESS OTHERWISE NOTED.

C. EXISTING CONDUIT PATHWAYS WERE TAKEN FROM THE AS-BUILT DRAWINGS AND SHOWN FOR REFERENCE ONLY. EXANTE360 MAKES NO CLAIMS OR

REPRESENTATION REGARDING THE ACCURACY OF THE EXISTING CONDUIT PATHWAYS SHOWN ON THESE DRAWINGS.

D. WHERE EXISTING DEVICES ARE NOTED TO BE REPLACED (E/R), REPLACE WITH AN ADDRESSABLE DEVICE THAT PROVIDES INDIVIDUAL POINT REPORTING.

KEYNOTES:

1. AREA HAS AN ARCHITECTURAL SLAT CEILING. EXERCISE CARE IN REMOVING CEILING SLATS FOR CONDUIT AND CABLE ROUGH-IN. COORDINATE REMOVAL OF CEILING SLATS WITH CITY ARCHITECT.

2. AREA HAS SENSITIVE ARCHITECTURAL AND HISTORICAL FEATURES AND ELEMENTS. ALL DEVICE LOCATIONS, INSTALLATION MEANS AND METHODS, WALL

OPENINGS, PATCH BACK AND PAINTING REQUIRE THE APPROVAL OF THE CITY ARCHITECT. CONCEAL ALL EXPOSED RACEWAYS FROM PUBLIC VIEW.

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A B C D E
4 3
2 1
895 DOVE ST. 3RD FLOOR

NEWPORT BEACH, CA
92660

REVIEWED
DRAWN
PROJECT NO.

APPROVAL
AGENCY NO.

DESCRIPTION
SHEET
100% DESIGN DEVELOPMENT 06/27/2025
8/4/2025 12:53:42 PM
FA-205

FIRE ALARM FLOOR PLAN
- LEVEL 1 - AREA C
444 N REXFORD DR
BEVERLY HILLS, CA 90210

CITY OF

BEVERLY HILLS

LIBRARY
LS, RC
TW

20.2119
1/8" = 1'-0" 1
FIRE ALARM FLOOR PLAN - LEVEL 1 - AREA C

KEY PLAN
B
D
A
C
NORTH
GENERAL NOTES:

B. ALL DEVICES ARE NEW UNLESS OTHERWISE NOTED.

C. EXISTING CONDUIT PATHWAYS WERE TAKEN FROM THE AS-BUILT DRAWINGS AND SHOWN FOR REFERENCE ONLY. EXANTE360 MAKES NO CLAIMS OR

REPRESENTATION REGARDING THE ACCURACY OF THE EXISTING CONDUIT PATHWAYS SHOWN ON THESE DRAWINGS.

D. WHERE EXISTING DEVICES ARE NOTED TO BE REPLACED (E/R), REPLACE WITH AN ADDRESSABLE DEVICE THAT PROVIDES INDIVIDUAL POINT REPORTING.

KEYNOTES:

1. REPLACE EXISTING SPEAKER WITH NEW SPEAKER STROBE.

2. AREA HAS SENSITIVE ARCHITECTURAL AND HISTORICAL FEATURES AND ELEMENTS. ALL DEVICE LOCATIONS, INSTALLATION MEANS AND METHODS, WALL

OPENINGS, PATCH BACK AND PAINTING REQUIRE THE APPROVAL OF THE CITY ARCHITECT. CONCEAL ALL EXPOSED RACEWAYS FROM PUBLIC VIEW.

3. PROVIDE NEW NOTIFICATION DEVICE POWER SUPPLY. ENSURE QUANTITY OF

POWER SUPPLIES IS SUFFICIENT TO SUPPORT ALL NOTIFICATION DEVICES IN THE AREA.

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1 F G H H.2 J K N L
4 3
2 1

2.9 4.1
895 DOVE ST. 3RD FLOOR

NEWPORT BEACH, CA
92660

REVIEWED
DRAWN
PROJECT NO.

APPROVAL
AGENCY NO.

DESCRIPTION
SHEET
100% DESIGN DEVELOPMENT 06/27/2025
8/4/2025 12:53:43 PM
FA-206

FIRE ALARM FLOOR PLAN
- LEVEL 1 - AREA D
444 N REXFORD DR
BEVERLY HILLS, CA 90210

CITY OF

BEVERLY HILLS

LIBRARY
LS, RC
TW

20.2119
1/8" = 1'-0" 1
FIRE ALARM FLOOR PLAN - LEVEL 1 - AREA D

KEY PLAN
B
D
A
C
NORTH
GENERAL NOTES:

B. ALL DEVICES ARE NEW UNLESS OTHERWISE NOTED.

C. EXISTING CONDUIT PATHWAYS WERE TAKEN FROM THE AS-BUILT DRAWINGS AND SHOWN FOR REFERENCE ONLY. EXANTE360 MAKES NO CLAIMS OR

REPRESENTATION REGARDING THE ACCURACY OF THE EXISTING CONDUIT PATHWAYS SHOWN ON THESE DRAWINGS.

D. WHERE EXISTING DEVICES ARE NOTED TO BE REPLACED (E/R), REPLACE WITH AN ADDRESSABLE DEVICE THAT PROVIDES INDIVIDUAL POINT REPORTING.

KEYNOTES:

1. AREA HAS SENSITIVE ARCHITECTURAL AND HISTORICAL FEATURES AND ELEMENTS. ALL DEVICE LOCATIONS, INSTALLATION MEANS AND METHODS, WALL

OPENINGS, PATCH BACK AND PAINTING REQUIRE THE APPROVAL OF THE CITY ARCHITECT. CONCEAL ALL EXPOSED RACEWAYS FROM PUBLIC VIEW.

Revisions
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Beverly Hills City CouncilNovember 12, 2025

Beverly Hills City Council
November 12, 2025