AGENDA REPORT. Meeting Date: January 9, 2018 Item Number: D 10 To: From:

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1 Item Number: D 10 To: From: AGENDA REPORT Honorable Mayor & City Council Mandana Motahari, City Architect Karen Domerchie, Project Manager Subject: ACCEPTANCE OF THE CONTRACT WORK FOR THE LA CIENEGA COMMUNITY CENTER HVAC REPLACEMENT CONTRACT WITH ADVANCED CENTRIFUGAL SYSTEMS, INC. IN THE FINAL AMOUNT OF $133, AND AUTHORIZATION OF CITY CLERK TO RECORD NOTICE OF COMPLETION; AND ACCEPTANCE OF THE CONTRACT WORK FOR THE LA CIENEGA TENNIS COURT RE-SURACING PROJECT WITH TRUELINE CONSTRUCTION AND SURFACING, INC. IN THE FINAL AMOUNT OF $141, AND AUTHORIZATION OF CITY CLERK TO RECORD NOTICE OF COMPLETION; AND ACCEPTANCE OF THE CONTRACT WORK FOR THE ROXBURY CLUBHOUSE ROOFING REPLACEMENT PROJECT WITH BEST CONTRACTING SERVICES, INC. IN THE FINAL AMOUNT OF $159, AND AUTHORIZATION OF CITY CLERK TO RECORD NOTICE OF COMPLETION; AND ACCEPTANCE OF THE CONTRACT WORK FOR THE ENERGY PERFORMANCE PROJECT WITH CLIMATEC, LLC IN THE FINAL AMOUNT OF $3,125, AND AUTHORIZATION OF CITY CLERK TO RECORD NOTICE OF COMPLETION Attachments: 1. Notices of Completion Page 1 of 7 01/09/2018

2 RECOMMENDATION La Cienega Community Center HVAC Replacement Staff recommends that the City Council move to accept the described work with Advanced Centrifugal Systems, Inc. and authorize the City Clerk to record the attached Notice of Completion. La Cienega Tennis Court Re-Surfacing Project Staff recommends that the City Council move to accept the described work with TrueLine Construction & Surfacing, Inc. and authorize the City Clerk to record the attached Notice of Completion. Roxbury Clubhouse Roofing Replacement Project Staff recommends that the City Council move to accept the described work with Best Contracting, Inc. and authorize the City Clerk to record the attached Notice of Completion. Energy Performance Project Staff recommends City Council move to accept the described work with Climatec, LLC, and authorize the City Clerk to record the attached Notice of Completion. INTRODUCTION This report provides information and requests City Council acceptance of the contract work indicated below and authorization for the recordation of Notices of Completion with the Los Angeles County Recorder, by the City Clerk. DISCUSSION La Cienega Community Center HVAC Replacement Project Heating, ventilation and air conditioning ( HVAC ) equipment at La Cienega Community Center was the original equipment to the facility and approximately 36 years old. The units by far exceeded their life expectancy and were in need of replacement. The work completed by Advanced Centrifugal Systems, Inc. included the replacement of eight water source heat pumps and one boiler and associated strainers, flow switches, isolation valves, exhaust fans, ductwork and control system. Staff from Public Works inspected the work and is satisfied that the work was completed in accordance with the contract documents approved for this project. La Cienega Tennis Court Re-Surfacing Project Due to heavy usage, the City established a five-year maintenance cycle for resurfacing tennis courts at La Cienega Community Center Tennis Facility. These courts were last resurfaced in spring of 2012 and were due for routine resurfacing. The work that was performed by TrueLine Construction & Surfacing, Inc. at La Cienega Tennis Courts included: Resurfacing of 16 tennis courts; Replacement of 32 net posts and ground sleeves; Page 2 of 7 01/09/2018

3 Painting of light poles, posts and guardrails. Staff from Public Works inspected the work and is satisfied that the work was completed in accordance with the contract documents approved for this project. Roxbury Clubhouse Roofing Replacement Project The Roxbury Clubhouse was constructed in 1929, and renovations had not been made to the building in over 20 years. There were various roof leaks in the building and the existing roofing needed to be replaced. Work completed by Best Contracting, Inc. included removal of the existing roofing at the Roxbury Clubhouse and installation of a new thermoplastic roof membrane. In addition, Best Contracting, Inc. replaced all damaged plywood substrate and installed new underlayment beneath the existing clay roof tiles at the sloped roof areas. Staff from Public Works inspected the work and is satisfied that the work was completed in accordance with the contract documents approved for this project. Energy Performance Project In 2009, the City adopted the Beverly Hills Sustainable City Plan which identifies specific goals, objectives and policies that aim to place the City of Beverly Hills in an optimal position of achieving greater sustainability. This Plan set a framework for policy and program development for citywide implementation based on nine specific goals and objectives. Keeping in line with the Plan s Energy Goal Number 3, staff explored multiple ways to increase efficiency, lower utility costs and reduce energy consumption. On August 18, 2015, the City entered into two Contracts with Climatec to improve and reduce energy usage and implement cost savings monitoring at citywide facilities. Climatec LLC has completed the installation scope of work as follows: LIGHTING Camden Parking Structure, Crescent North Parking Structure, Crescent South Parking Structure, Fire Department Headquarters, Fire Station #2, La Cienega Park and Tennis Center Police Department: Retrofit existing standard efficiency T8 fluorescent lighting systems with new high efficiency LED lighting systems. Montage/Gardens Parking Structure, Santa Monica 5 Parking Structures: Retrofit existing standard efficiency T8 fluorescent lighting systems with new high efficiency LED lighting systems. Montage/Garden Parking Structure, Santa Monica 5 Parking Structures: Retrofit existing incandescent lighting with new high efficiency LED lighting systems. Will Rogers Park: Retrofit existing compact fluorescent lighting systems with new high efficiency LED lighting systems. Page 3 of 7 01/09/2018

4 Camden Parking Structure, Cold Water Canyon Park, Crescent North Parking Structure, Fire Department Headquarters, Fire Station #2, La Cienega Park and Tennis Center, Maltz Mini Park Police Department, Public Works Facility, Santa Monica 5 Parking Structures, Will Rogers Park: Replaced existing exterior building and/or pole mounted high-intensity discharge (HID) lighting systems with high efficiency LED lighting systems. Camden Parking Structure, Police Department, Public Works Facility: Retrofit existing interior systems. HID lighting systems with new high efficiency LED lighting Camden Parking Structure, Crescent North Parking Structure, Crescent South Parking Structure, Fire Station #2, Montage/Gardens Parking Structure, Police Department Santa Parking Structures: Monica 5 Installed fixture-mounted occupancy sensors on appropriate lighting fixtures and/or pole mounted lighting fixtures to automatically dim light levels. System to full brightness when required. will automatically return Street Lighting: City Wide Design/Engineering/Testing Performed engineering analysis to retrofit existing City-owned standard efficiency highintensity discharge (HID) street pole lighting fixtures with new LED fixtures. IRRIGATION Arnaz Mini Park, Beverly Gardens/Santa Monica Medians, Burton Way Medians, Cold Park, La Cienega Park and Tennis Center, Maltz Mini Park, Rexford Mini Park, Roxbury Park, Sunset Water Canyon Park, Hamel Mini Park, Reeves Mini Median, Whittier Median, Installed a weather-based smart irrigation control system Park Oakhurst Mini allow each station to use what Will Rogers Park: is communication options to available at each site. System monitors existing weather conditions and adjusts controller s irrigation schedules based on watering needs. with Burton Way Medians, Cold Water Canyon Parlç La Cienega Park and Tennis Center, Oakhurst Park: Mini Park Reeves Mini Park, Sunset Median, Whittier Median, Will Rogers Installed a new flow sensor/master valve assembly capable of detecting an unexpected high flow event (ruptured pipe) and responding by shutting off the water supply. Beverlywil & Smith wood Business Triangle, City Halt Doheny Fire Station, Fuel Pump Bamboo Planter Greystone, La Cienega Picnic Area, Public Works Building 3td Floor North Rodeo, Olympic/Beverly Island, Public Works, Rexford Reservoir, San Vicente/Wilshire Median, Santa Monica 5 Parking Structures, Spaulding/Moreno Median, Third Street Parking Structure, Trousdale Estates, Wilshire Islands: Replaced irrigation controllers with a central irrigation management and monitoring system. new smart controllers capable of communicating with Page 4 of 7 01/09/2018

5 HVAC EQUIPMENT La Cienega Park and Tennis Center: Replaced six split system heat pumps ranging from 2-5 tons with new high efficiency units of similar size and capacity. Scope also included duct/curb modifications, disconnection/reconnections of the existing electrical lines, condensate connections, control connections and start-up/testing of the new units. HVAC CONTROLS Police Department: Replaced existing pneumatic controls with new controls and integrated them into the site s Building Automation System (BAS). The new BAS is tied to the heating/cooling units to maintain heating and cooling set points with the user ability to change set points within a pre-programmed amount. CARBON MONOXIDE SENSORS Bedford Parking Structure, Beverly Drive North Parking Structure, Crescent North Parking Structure, Crescent South Parking Structure: Installed a new Carbon Monoxide (CO) monitoring and control system to continuously measure the carbon monoxide levels in the parking structure and activate exhaust fans when the CO level reaches threshold levels. BATTERY Library: Installed an Electric Battery Storage system to provide electrical power storage for peak demand reduction and off-peak charging to maximize utility bill savings. Scope included installation of batteries and control system, connection to existing electrical infrastructure and start-up/testing of equipment and controls. The second agreement with Climatec, the Measurement and Verification Agreement, serves to monitor and assess energy savings after project completion. The average annual energy savings Climatec has estimated, based on their proposed scope of services, is $366,225. With the proposed upgrades and projects, the City will see an estimated cost recovery of $2.9 million (initial cost of the project) in energy savings within nine years. Additionally, Climatec provides a financial guarantee under this agreement that energy savings are guaranteed to pay for 100% of the value of improvements or Climatec will compensate the City for the shortfall. Staff from Public Works inspected the work and is satisfied that the installation work above was completed in accordance with the contract documents approved for this project. FISCAL IMPACT La Cieneqa Community Center HVAC Replacement The total purchase order for the La Cienega Community Center HVAC Replacement Project is a not to exceed amount of $146, including $13, contingency. There were no change orders on this project. The current amount paid on the contract is $126, with a retention balance of $6, to be paid 35 days after the recordation of the Notice of Completion. The total project cost therefore is $133, and $13, will be refunded to the original funding source. Page 5 of 7 01/09/2018

6 Funding for this work is available as part of Fund 405 Capital Improvement Program ( CIP ) 0811, Major Building Systems Maintenance and Replacement ( ). La Cienega Tennis Court Re-Surfacing Project The total purchase order for the La Cienega Tennis Court Re-Surfacing Project is a not to exceed amount of $147, including $13, contingency. One Change Order, in the amount of $5,864.40, was issued to install additional net post reinforcements, deck furniture mobilization and resurface perimeter corners. The current amount paid on the contract is $135, with a retention balance of $5, to be paid 35 days after the recordation of the Notice of Completion. The total project cost therefore is $141, and $6, will be refunded to the original funding source. Funding for this work is available as part of Fund 160 Capital Improvement Program ( CIP ) 0483, Tennis Courts and Site Enhancements ( ). Roxbury Clubhouse Roofing Replacement Project The total contract amount for the Roxbury Clubhouse Roofing Replacement Project is $159, Two Change Orders, in the amount of $28,412.88, were issued to replace existing damaged plywood sheathing at the flat roof and sloped roof areas, replace damaged 2x6 wood at the sloped roof due to termite damage and replace two 60-foot sections of gutter on the north and south sides of the building. The current amount paid on the contract is $152, with a retention balance of $7, to be paid 35 days after the recordation of the Notice of Completion. The total project cost therefore is $159, Funding for this work is available as part of Fund 600 Capital Improvement Program ( CIP ) 0833, Install New Roofing on City Buildings. Energy Performance Project The total not-to-exceed value of the Energy Performance Agreement was based on a fixed price of $2,979,858 for the services, $217,778 for the optional irrigation controls and a contingency in the amount of $297,985 for a total value of $3,495,621. Six Change Orders totaling $48, were issued due to unforeseen conditions to install new piping, couplings, valves and backflow preventer required for new flow sensor and master valve necessary to complete the new irrigation system at La Cienega Park, in addition to providing CO monitoring system calibration maintenance at the Montage Hotel Garage. Also, a deductive change order for the amount of - $120, was issued to remove the thermal energy storage tank rehabilitation and street lighting pilot program from the scope of work. The total project cost is therefore $3,125,497.20, which is $370, under the contract amount. Page 6 of 7 01/09/2018

7 The current amount paid on the contract is $2,969, with a retention balance of $156, to be paid 35 days after the recordation of the Notice of Completion. The total project cost therefore is $3,125, and $370, will be refunded to the original funding source. Funding for this work is available as part of Fund 405 Capital Improvement Program ( CIP ) 0811, Major Building Systems Maintenance and Replacement ( ). Shana Epstein Approved By Page 7 of 7 01/09/2018

8 Attachment 1

9 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 AFTER RECORDING MAIL TO: CITY CLERKS OFFICE Room 290, City Hall 455 North Rexford Drive Beverly Hills, CA Space above this line for recorders use NOTICE OF COMPLETION Notice is hereby given that: 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 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: January 9, The name of the contractor, if any, for such work of improvement was: Advanced Centrifugal Systems, 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: La Cienega Community Center HVAC Replacement 9. The street address of said property is: 8400 Gregory Way Dated: STATE OF CALIFORNIA } Signature of } COUNTY OF LOS ANGELES } Owner or Owners } Byron Pope, being duly sworn, says: That he 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 he makes this verification of behalf of said corporation; that he has read said notice and knows the contents thereof, and that the facts therein stated are true. Signature of Corporate Officer Named Above X

10 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 AFTER RECORDING MAIL TO: CITY CLERKS OFFICE Room 290, City Hall 455 North Rexford Drive Beverly Hills, CA Space above this line for recorders use NOTICE OF COMPLETION Notice is hereby given that: 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 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: January 9, The name of the contractor, if any, for such work of improvement was: Trueline Construction and Surfacing. 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: La Cienega Tennis Court Re-Surfacing Proiect 9. The street address of said property is: 8400 Gregory Way Dated: STATE OF CALIFORNIA } Signature of } COUNTY OF LOS ANGELES } Owner or Owners } Byron Pope, being duly sworn, says: That he 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 he makes this verification of behalf of said corporation; that he has read said notice and knows the contents thereof, and that the facts therein stated are true. Signature of Corporate Officer Named Above X

11 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 AFTER RECORDING MAIL TO: CITY CLERKS OFFICE Room 290, City Hall 455 North Rexford Drive Beverly Hills, CA Space above this line for recorder s use NOTICE OF COMPLETION Notice is hereby given that: 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 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: January 9, The name of the contractor, if any, for such work of improvement was: Best Contracting Services, 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: Roxbury Clubhouse Roofing Replacement Project 9. The street address of said property is: 401 Roxbury Drive Dated: STATE OF CALIFORNIA } Signature of } COUNTY OF LOS ANGELES } Owner or Owners } Byron Pope, being duly sworn, says: That he 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 he makes this verification of behalf of said corporation; that he has read said notice and knows the contents thereof, and that the facts therein stated are true. Signature of Corporate Officer Named Above X

12 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 AFTER RECORDING MAIL TO: CITY CLERK S OFFICE Room 290, City Hall 455 North Rexford Drive Beverly Hills, CA Space above this line for recorder s use NOTICE OF COMPLETION Notice is hereby given that: 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 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: January 9, The name of the contractor, if any, for such work of improvement was: Climatec, LLC 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: Energy Performance Proiect 9. The street address of said property is: Various City Facilities Dated: STATE OF CALIFORNIA } Signature of } COUNTY OF LOS ANGELES } Owner or Owners } Byron Pope, being duly sworn, says: That he 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 he makes this verification of behalf of said corporation; that he has read said notice and knows the contents thereof, and that the facts therein stated are true. Signature of Corporate Officer Named Above X