TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Ramzi Awwad, Public Works Director
Gilbert Gamboa, City Engineer
Bianca Cardenas, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Awarding a Construction Agreement to Kubus LLC for the Police Department Flooring Replacement Project for $274,979.10; Authorizing the City Manager to Approve Additional Work, If Necessary, Not-to-Exceed $27,497.90, Approve the Plans and Specifications for the Project, and Determine the Project to be Categorically Exempt Pursuant to the California Environmental Quality Act. (Continued from the July 21, 2026, City Council Meeting) (Budgeted) (Public Works Director Awwad).
ADOPT RESOLUTION NO. 26-0076
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RECOMMENDATION:
Staff recommends the City Council adopt Resolution No. 26-0076:
1. Awarding a Construction Agreement to Kubus LLC for the Police Department Flooring Replacement Project (Project) in the amount of $274,979.10;
2. Authorizing the City Manager or Designee to Approve Additional Work, If Necessary, Not-to-Exceed $27,497.90;
3. Approving the Plans and Specifications for the Police Department Flooring Replacement Project;
4. Making a Determination of Exemption Pursuant to Section 15301 of the California Environmental Quality Act (CEQA) for the Project; and
5. Authorizing the City Manager to execute the Agreement.
FISCAL IMPLICATIONS:
Sufficient funds of $348,901 are currently available for the Police Department Flooring Replacement Project within the CIP Fund. A Project Budget and Expenditures Summary is attached.
BACKGROUND:
The Police Department Building at 420 15th Street was constructed with low-pile commercial carpet in most of the operational areas of the building. The current carpet has exceeded its useful life, is deteriorating, and is no longer functional. In accordance with the Fiscal Year 2026-2027 Capital Improvement Plan, the flooring is scheduled to be replaced with resilient flooring, which is easier to maintain and has a longer useful life than carpet.
The scope of work for the Project includes temporary relocation of office furniture, removal and disposal of existing flooring in specified rooms, installation of City-provided luxury vinyl tile flooring (a synthetic high-resistance flooring material), restoration of office furniture, cleanup of all work areas, and other associated work.
DISCUSSION:
The Public Works Department procured new flooring material for the Project; however; installation requires labor beyond the capacity of the Public Works Department. Therefore, plans and specifications were prepared to solicit bids for installation, in accordance with the Public Contract Code.
Bids for the Project were solicited on a competitive basis under the provisions of the California Public Contract Code (PCC). The Project was advertised on May 4, 2026 in the City’s publisher of record (The Beach Reporter), on the City of Manhattan Beach Public Works Department Bid Opportunities webpage, and on the City’s Bid Portal with OpenGov (an online service that connects vendors, suppliers, and contractors to government procurement opportunities). Four Bids were received by the deadline of June 1, 2026. The bid results are as follows:
Contractor Calculated Total Bid Amount
Kubus LLC $274,979.10
G&S Carpet Mills, Inc. $292,000.00
Alterra Floors LLC $339,250.00
Perfection Painting Corp. $339,250.00
All bids were analyzed for arithmetical errors, completeness, and accuracy. The bid from the apparent low bidder, Kubus LLC (Kubus), was found to be responsive. The bid was also reviewed for minimum requirements and references, and the bidder was found to be a responsible bidder.
On June 17, 2026, the City discussed the current project with representatives of the firm, who expressed confidence in their bid and a desire to perform the work in a timely and acceptable manner.
On July 21, 2026, Kubus submitted a request to withdraw their bid, stating that their project manager for this project unexpectedly departed the company, impacting their management staffing resources and their ability to deliver the Project. To allow sufficient time for staff to evaluate the request, the July 21, 2026 regular City Council meeting consent item for award of a construction agreement to Kubus for the Project was continued at a future meeting.
On July 29, 2026, City staff met with Kubus to discuss their request to withdraw with respect to the PCC requirements. Kubus was informed that their request for bid withdrawal was ineligible for relief based on the limited grounds set forth in Section 5100, et seq., of the PCC. However, during further discussions, Kubus represented that it could undertake the project if given additional time to replace the project manager. Staff feels that briefly delaying project implementation is worthwhile in order to take advantage of the significant cost savings by awarding to the low bidder. In so doing, the City reserves all rights in the event of any non-performance.
Therefore, staff recommends the City Council award a construction agreement to Kubus for $274,979.10, authorize the City Manager or designee to approve additional work up to $27,497.90 (approximately 10 percent of the construction agreement amount), approve the plans and specifications, and make a determination of exemption pursuant to CEQA.
Construction is anticipated to start in October 2026 and be completed in January 2027, although the contractual requirements for beginning and completing the work may be more stringent. To best fit the operations of the Police Department, the allowable construction hours for this Project will be from 8:00 p.m. to 5:00 a.m., Sunday night through Friday morning.
PUBLIC OUTREACH:
No public outreach is deemed necessary for this Project as it only involves the replacement of flooring in primarily non-public areas of the Police Department Building.
Once the project progresses to the construction phase, outreach will include coordination with the Police Department to facilitate workflow and construction update notices.
ENVIRONMENTAL REVIEW:
The proposed project was evaluated for compliance (CEQA), and a determination was made that the project qualified for a Categorical Exemption pursuant to Section 15301(a) of the State CEQA Guidelines (Negligible or no expansion of use for interior or exterior alterations involving such things as interior partitions, plumbing, and electrical conveyances, etc.). There are no features that distinguish this project from others in the exempt class; therefore, there are no unusual circumstances.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 26-0076
2. Agreement - Kubus LLC
3. Plans and Specifications
4. Budget and Expenditures Summary
5. Location Map