AGENDA REPORT
Meeting Date: May 5, 2026
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, BEST CONTRACTING SERVICES, INC., FOR THE 438
N. BEVERLY – 439 N. CAÑON TENANT BUILDING ROOFING
REPLACEMENT PROJECT – PHASE 2; AND
APPROVAL OF A CORRESPONDING PURCHASE ORDER IN
THE NOT-TO-EXCEED AMOUNT OF $520,278.00; 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
Attachments: 1. Contract
2. Roofing Replacement Plan
RECOMMENDATION
Staff recommends that City Council:
1. Approve the award of a contract to the lowest responsible bidder, Best Contracting Services, Inc., for the 438 N. Beverly – 439 N. Cañon Drive Tenant Building Partial Roofing Replacement Project – Phase 2 in the amount of $472,980.00; and
2. Approve a construction contingency in the amount of $47,298.00 (10%); and
3. Approve a purchase order in the not-to-exceed amount of $520,278.00; 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.
BEVERLY
HILLS
id
Meeting Date: May 5, 2026
INTRODUCTION
438 N. Beverly Drive – 439 N. Cañon Drive is a three-story tenant building over a fourlevel subterranean parking garage with retail use on the ground floor and office use on the second and third floors. The building was constructed in 2003. Following a multi-year assessment of the building envelope, roofing replacement work was initiated in two phases to address water intrusion and aging roofing components. Phase 1 of the roofing replacement addressed the two lower roof areas over the retail tenant space where active leaks were identified; the work was completed in Fiscal Year 2024-25. The proposed contract for Phase 2 will address the remaining upper roofing areas over office tenant spaces, and the work includes installation of a glass fiber reinforced, thermoplastic polyvinyl chloride (PVC) roofing membrane system. This system was used in Phase 1 of the project as well as on several other City buildings and has proven to be a reliable and well-performing roofing solution.
DISCUSSION
Staff consulted the roofing manufacturer Sika Sarnafil’s technical division to prepare the scope of work, specifications, and details, for the 438 N. Beverly – 439 N. Cañon Drive Tenant Building Roofing Replacement Project – Phase 2.
On March 6, 2026, the revised bid documents, approved by a City architect, were posted on PlanetBids for bidding to five (5) pre-qualified roofing contractors in accordance with Public Contract Code Section 20101. On March 12, 2026, three (3) contractors attended the mandatory pre-bid site walk.
The bid documents included one additive alternate as follows:
Alternate #1: Provide an additive alternate cost for roofing replacement of overhangs per drawings and technical specifications included in Exhibits ‘A’ & ‘B’ of this package.
Acceptance of alternate will include additional 10 calendar days to the execution of the Work.
Basis of Selection
The bid documents specify that the low bid is determined by the sum of the base bid, plus Alternate No.1 and the compensable delay cost for 20 days.
AME Roofing Best Contracting
Services, Inc. Courtney, Inc.
Base Bid $ 778,200.00 $ 423,245.00 $ 578,788.00
Alternate No. 1 $ 130,970.00 $ 49,735.00 $ 224,877.00
20-Day Delay $ 10,000 $ 30,000 $ 0
Basis of Selection Total $ 919,170.00 $ 502,980.00 $ 803,665.00 After reviewing the bids, staff determined Best Contracting Services, Inc. is the lowest responsible bidder and has submitted a responsive bid. Staff recommend City Council approve an agreement with Best Contracting Services, Inc. for this work. Best Contracting Services, Inc. has performed similar work for the City in the past and has successfully completed each project on time and within the budget. Best Contracting Services, Inc., as Meeting Date: May 5, 2026
reported by the State Contractors License Board, maintains a license that is current and in good standing.
Staff recommend accepting Alternate No. 1. The bid pricing is competitive, and inclusion of this alternate will result in a complete roof replacement.
A contingency of $47,298.00, 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 Beverly Hills Municipal Code § 3-3-110 upon adequate written justification and substantiation.
Selected Bid
Base Bid $ 423,245.00
Alternate No.1 $ 49,735.00
10% Contingency $ 47,298.00
Total $ 520,278.00
The bid documents specify that all work under the contract shall be completed within 40 calendar days from the date of the notice to proceed, resulting in an estimated completion of approximately the end of July.
ENVIRONMENTAL REVIEW
Approval of the 438 N. Beverly – 439 N. Cañon Drive Tenant Building Partial Roofing Replacement 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 believe 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 facilities. Based on the foregoing, staff recommend 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 $520,278.00 for 438 N. Beverly – 439 N. Cañon Drive Tenant Building Partial Roofing Replacement Project – Phase 2 is available as part of Fund 405, Capital Improvement Project No. 00833 Building Envelope Improvements on City Structures. No additional funding is requested at this time.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
1 CONTRACT
CITY OF BEVERLY HILLS
CONTRACT FOR
438 N. BEVERLY – 439 N. CAÑON TENANT BUILDING
ROOFING REPLACEMENT PROJECT – PHASE 2
THIS CONTRACT (“Contract”) is made and entered this 5th day of May, 2026 (“Effective Date”), by and between the CITY OF BEVERLY HILLS, a California municipal corporation (“City”) and Best Contracting Services, Inc. (“Contractor”). Contractor’s license number is 456263.
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 438 N. BEVERLY – 439 N. CAÑON TENANT BUILDING ROOFING REPLACEMENT PROJECT – PHASE 2 (“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 Four Hundred Seventy-Two Thousand, Nine Hundred Eighty Dollars ($472,980.00) 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 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:
CRAIG A. CORMAN, 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
[Signatures continue]
3 By:
SHARON L'HEUREUX DRESSEL
Risk Manager
By:
ANTHONY RODSTEIN
Purchasing Services Manager
Attachment 2
N ROOF PLAN 1 SCALE: 1/32"- 1'-0" 438 N. BEVERLY - 439 N. CANON TENANT BUILDING ROOFING REPLACEMENT PROJECT (PHASE 2) - ROOF PLAN A-1.0 N. REXFORD DRIVE LEGEND (E) ROOF DRAIN (E) SKYLIGHT (E) MECH SCREEN (E) MECH DUCTS & PIPE ABOVE ROOF BID SET DATE: 3/6/26 1 2 3 4 5 6 7 8 9 10 11 12 13 ABCDD.5EFA.5 421 N. BEVERLY DR.
447 N. CANON DR. ALLEY ADJACENT BLDG ALLEY ADJACENT BLDG ADJACENT BLDG ADJACENT BLDG LOWER ROOF 'A' 2 D-1.2 1 D-1.7 3 D-1.3 1 D-1.12 D-1.0 3 D-1.0 OVERHANG OVERHANG 2 D-1.1 2 D-1.2 2 D-1.5 2 D-1.0 3 D-1.0 SIM TYP TYP 2 D-1.3 2 D-1.2 ALTERNATE #1 OVERHANGS (±2,480 SF) KEYNOTES 1. NEW ROOF ASSEMBLY - SEE DETAIL #1/D-1.0 AND REFER TO AS-BUILT ROOF PLAN SHEET A-2.13 & A-2.15. 2. FLASHING AT CMU WALL - SEE DETAIL #1/D-1.1 3. ROOF HOIST SCOPE OF WORK BASE BID: · UPPER ROOF 'A' · UPPER ROOF 'B' · UPPER ROOF 'C' ALTERNATE NO.1: · OVERHANGS LOWER ROOF 'C' UPPER ROOF 'A' UPPER ROOF 'C' 4 D-1.0 1 2 D-1.7 TYP 3 D-1.6 3 D-1.6 1 D-1.2 TYP 2 D-1.2 TYP1 D-1.2 TYP TYP TYPTYP 2 UPPER ROOF 'B' 4 4 D-1.0 2 TYP TYP TYP TYP 1 TYP TYP 2 D-1.8 TYP 2 D-1.4 SIM 2 D-1.6 SIM 1 D-1.8 SIM LOWER ROOF 'B' I I I I I I , I I I • 8 0 1 11111111111 -0 -0 - - -0 - - -0 0 #tr ·I (9 kt]_y ]l □ 1 1 1 1 I I lh -] + I I 1 I I 1 \!:______ I I rr------ ' � I I 1 I 1 1 !.!: I ] - -I 6) (J