Loading...
HomeMy WebLinkAboutCC AG PKT 2015-07-13 #L AGENDA STAFF REPORT S. ,o DATE: July 13, 2015 TO: Honorable Mayor and City Council THRU: Jill R. Ingram, City Manager FROM: Sean P. Crumby P.E., Director of Public Works SUBJECT: APPROVE EMERGENCY SECURITY UPGRADES TO CITY HALL WITHOUT ADVERTISING FOR BIDS SUMMARY OF REQUEST: That the City Council: • Adopt Resolution No. 6583 declaring that the emergency security upgrades to City Hall are of urgent necessity for the preservation of life, health, and property, and authorizing staff to contract for the emergency building modifications without advertising for bids, and • Approve Budget Amendment#16-01-01. BACKGROUND AND ANALYSIS: In an effort to increase security at City Hall and in response to a specific security concern, the Police Department performed an analysis of our security and recommends the following enhancements: City Hall Construction 1. Install a new exterior door from outside City Hall directly to the City Clerk's office 2. Install a new door from the 1 st floor hallway to the City Manager's office 3. Provide a new public counter at the City Manager's office 4. Add new video cameras to view various locations in City Hall 5. Add automated voice dialing systems throughout City Hall 6. Modify the phone system and add wireless handheld devices to provide direct dialing to the Police Department 7. Add access control to the two new doors Old City Hall Annex 8. Create a new Police Support Office 9. Add 3 Work Stations including computers and furniture 10. Add new networking and phones to office Agenda Item L Staff has already engaged in soliciting a proposal from Ramco Construction and Epic Alarm. Ramco was the awarded low bid contractor for the remodel of City Hall in 2013. The Company is the most knowledgeable of City Hall. Ramco's proposal for above items 1 through 3 is $77,178.00. Epic Alarm will provide services for the remaining items 4 through 7. Epic Alarm is currently the on call company that serves the Police Department's access control, video surveillance and networking system. Epic Alarm recently completed City Hall's turnkey access control. Epic Alarm's proposal for items 4 through 7 is $33,651.46. The Police Department currently does not have a location from which to conduct business at City Hall. The project proposes to take one office from Old City Hall and create a working location from which the Police Department can provide support to the community from City Hall. The Office will have amenities standard for any workspace including office furniture, computers, phones, network access, etc. The cost for these items is detailed within this staff report and items numbered 8 through 10 with an estimated total cost of$20,000. Normally, a public works project of this magnitude requires the City to formally bid the project per the public contract code and the City's Charter. This process is time consuming with requirements to publicly solicit bids and award a contract to the lowest responsible bidder. The normal bidding process could take between 30 and 90 additional days. Under these emergency circumstances, Seal Beach Charter Section 1010 permits the City Council to dispense with public bidding and approve the project on an emergency basis. Three affirmative votes are required to approve the attached resolution. If approved, staff anticipates beginning work on the repair immediately and estimates a two week construction schedule. ENVIRONMENTAL IMPACT: There is no environmental impact related to this item. LEGAL ANALYSIS: The City Attorney concurs that this situation meets the requirement for dispensing with public bidding for emergency projects pursuant to the City Charter. FINANCIAL IMPACT: Within the approved 15/16 Budget under the General Fund Assigned Building Fund Balance, there is $191,388. Due to the nature of this project a $10,000 contingency is required for any unforeseen cost during construction. The combined cost of all the scope of work items is $140,829.46. Following is the breakdown of scope of work items and cost. Page 2 Item Scope of Work Amount 1-3 ➢ Install a new exterior door from outside City Hall directly to the $77,178.00 City Clerk's office ➢ Installing a new door from the 1St floor hallway to the City Manager's office ➢ Provide a new public counter at the City Manager's office 4-7 ➢ Add new video cameras to view various locations in City Hall $33,651.46 ➢ Add automated voice dialing systems throughout City Hall ➢ Modify the phone system and add wireless handheld devices to provide direct dialing to the Police Department ➢ Add access control to two new doors 8-9 ➢ Create a new Police Support Office $17,000.00 ➢ Add 3 Work Stations including computers and furniture 10 ➢ Add new networking and phones to Police Support office $3,000.00 11 ➢ Contingency $10,000.00 Total 140,829.46 With the creation of the new office in the City Hall Annex, there will also be an undermined loss of rental income. To date, the office space has been vacant for approximately six months. RECOMMENDATION: That the City Council: • Adopt Resolution No. 6583 declaring that the emergency security upgrades to City Hall are of urgent necessity for the preservation of life, health, and property, and authorizing staff to contract for the emergency building modifications without advertising for bids, and • Approve Budget Amendment#16-01-01. SUBMI TED BY-,,­,-­­-`, NOTED AND APPROVED: Sean P. Crun�y P.E. Jilvk. Ingram, Director of Public Works City Manager Prepared by: Michael Ho, P.E. Deputy Director of PW/City Engineer Attachments: A. Resolution No. 6583 B. Ramco Construction Proposal C. Epic Alarm Proposal Page 3 RESOLUTION NUMBER 6583 A RESOLUTION OF THE SEAL BEACH CITY COUNCIL DECLARING THAT THE EMERGENCY SECURITY UPGRADES AT CITY HALL IS OF URGENT NECESSITY FOR THE PRESERVATION OF LIFE, HEALTH, AND PROPERTY AND AUTHORIZING STAFF TO CONTRACT FOR THE EMERGENCY REPAIR WITHOUT ADVERTISING FOR BIDS — PROJECT #EM 1504 THE CITY COUNCIL HEREBY RESOLVES, FINDS, AND DETERMINES AS FOLLOWS: 1. In an effort to increase security at City Hall, a security analysis was performed and emergency improvements are recommended. 2. The City Council hereby declares the following: A. The City Hall Security Upgrades, Project#EM1504, is of urgent necessity for the preservation of life, health, and property. B. Pursuant to the City's Charter Section 1010, the Director of Public Works is authorized to contract for the repair project without advertising for bids. C. Approves Budget Amendment#BA16-01-01 Description Account Revised/Adopted Proposed Budget(diff) Budget Budget Amendment Contract Professional 045-333-44000 $ 10,067,300 $ 10,208,100 $ 140,800 Transfer In 045-000-31500 $ 10,067,300 $ 10,208,100 $ 140,800 Transfer Out 001-080-47000 $ 10,245,200 $ 10,386,000 $ 140,800 D. Authorize a Purchase Order to Ramco General Engineering and Building Contractor for$77,178.00. E. Authorize a Purchase Order to Epic Alarm for$33,652.00. F. Authorize a Purchase Order to National Business Furniture for $15,500.00. G. Authorize expenses for contingency, networking, computer connections, and Informational Technology support and labor for$14,470.00. PASSED, APPROVED, and ADOPTED by at least three affirmative votes of the Seal Beach City Council at a regular meeting held on the 13th day of July. 2015 by the following vote: AYES: Council Members: NOES: Council Members: ABSENT: Council Members: ABSTAIN- Council Members: Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Tina Knapp, City Clerk of the City of Seal Beach, do hereby certify that the foregoing resolution is the original copy of Resolution Number 6583 on file in the office of the City Clerk, passed, approved, and adopted by the Seal Beach City Council at a regular meeting held on the 13th day of Jam, 2015. City Clerk Page 1 of 2 I=-%L a in it iti � ■r iv■ ■ •■ a -M.1" ML.A..-Al� general engineering&building contractor July 1,2015 OWNER: Michael Ho Deput�Director of Public Works,City Engineer ADDRESS: 2118` Street Seal Beach,CA 90740 Email: mho @sealbeachca.gov Tel:562-431-2527 X 1322 Thank you for the opportunity to submit this proposal for implementation of security measures on the I"floor of City Hall. This Lump Sum proposal includes all labor,equipment&material required to perform all work as specified during the job walk at the City of Seal Beach. Scope of work includes the following: Inclusions: City Managers Office: • Demolition of existing 14"concrete wall and/or columns at the City Manager's Office, • Provide structural post and members as required to safely support opening, • Install granite transaction counter(Balstic Brown)to match existing., • Install new 3-0'X 6'8"Dutch door to match existing doors, • Install door hardware,etc.to provide card reader access on door leading to City Managers Office area.Electrified power supply to be reused, • Provide pull string from the Strike plate to a 4S box on the secure side of the wall, • Core through from where the new Access Control Reader will be(Between 36"to 48"from finished floor,ADA compliant)and run a pull string into the 4S box to be located above door, • Install piping between 4S box and power supply, • Install ADA transaction top(foldable)and attached to new Dutch door, • Repair flooring(Carpet and/or hallway Spanish tile), • Patching&painting of walls(primer and two coats of paint), • Includes night work,weekend work and prevailing wages. • Cleanup. City Clerk Office: • Demolition of existing 14"concrete wall and/or columns at the City Clerks Office, • Demolish 3 existing windows, • Reinstall 2 side light hollow metal frames and 1 hollow metal door frame to match exterior door located adjacent to alley, • Provide structural post and members as required to safely support opening, • Install ADA transaction top(foldable)and attached to existing Dutch door, • Repair flooring(Carpet), • Patching&painting of walls(primer and two coats of paint), • Plaster repair,patch and paint exterior wall adjacent to new opening, • Includes night work,weekend work and prevailing wages. • Cleanup. Exclusions: • All City fees for permits and inspection shall be paid by Owner. TOTAL LABOR,EQUIPMENT&MATERIAL COSTS $ 64,315 MARKUP(20%FOR OVERHEAD,INSURANCE,WC&PROFIT): $ 12,863 NOTE:PRICING INCLUDES GENERAL LIABILI'T'Y INSURANCE&WORKERS COMPENSATION COVERAGE. PAYMENT& PERFORMANCE BONDS ARE NOT INCLDUED UNLESS REQUESTED BY OWNER, RAMCO,General Engineering and Building Contractor P.O.Box 920878,Sylmar,CA 91392 Email:ramco @socal.rr.com Lic#886077 Page 2of2 Ar"Ni.. -ML I" MLA�.-AL vv general engineering&building contractor TOTAL LUMP SUM PRICE: $ 77,178.00 NOTES: . 1. All work to be completed per most stringent Building Code taking precedent. 2. Payment Schedule: Due upon completion of work. 3. All Invoices are due upon invoice date. 1 Submitted By: Respectfully Sub tt Owner Acceptance of Proposal: Acceptance turns this document into a binding contract in which you guarantee to pay the total proposed. Payment is to be 100%. No retention is to betaken. Upon acceptance,signer personally guarantees to pay all costs and expenses RAMCO may incur,including attorney's fees and collections costs for any claim related to this scope of work. Date of Acceptance: Signature: Print Name: RAMCO,General Engineering and Building Contractor P.O.Box 920878,Sylmar,CA 91392 Email:ramco @socal.rr.com Lie#886077 C==W1 A/ p A WNW L ' R M TURNKEY SECURITY SYSTEMS PROPOSAL (City Hall) July 2, 2015 SEAL PRESENTED TO Michael Ho PRESENTED BY Neil Medina Project Manager Epic Alarm INTELECUTUAL PROPERTY AND CONFIDENTIALITY NOTICE The contents of this document and any attachments,including but not limited to the design approach,product selection,protection methodology and/or pricing are an instruments of business operations and the property of Epic Alarm,Inc.Any use of the contents of this proposal without the retention of Epic Alarm,Inc.to preform or deliver the products,services and approaches outlined herein are strictly prohibited.©2012-2015 Epic Alarm—All Rights Reserved. 2166 W Broadway '1777,Anaholm,CA 92804 1.877.770.EPIC 1 1.877.770.3742 www.EpicAlarm.com L= EPIC A L A R M July 2, 2015 Michael Ho Via Email: mho @sealbeachca.gov Seal Beach City Hall Michael, We're pleased to provide you with the following solutions approach and quotation for the Security System for your facility and are very eager to begin protecting it. We look forward to being your security provider and building a relationship for years to come! Proposed Scope of Work: (1) Door Access controller (Edge Device) City Manager's Office This Access Control system allows for use with cards. Employees are able to access the facility as the controller documents their credentials and audits their time in allowing for management to track time of entry. It has a compact and attractive design which will complement the interior and/or exterior of your building. This is the ideal solution and application that will best fit your needs. This Access Control Appliance utilizes the newest technology. It is smaller, more powerful, and one of the most versatile systems on the market today. The Access Control Edge readers appliance does not need a dedicated PC. It can run within the network. All adds, changes, and removals within the smart access software can be done on the fly with real time functionality. Features like unlimited card holders, multiple credentials per card holder, unlimited personal and group rules, and unlimited auto open schedules are just a few of the features that set this system apart in the industry. 2166 W Broadway 9777,Anaholm,CA 92804 1.877.770.EPIC 1 1.877.770.3742 www.EpicAlarm.com Cmm� EPIC A L A R M At The Doors: City Manager's Office Electric Strike ,e ern^vv'.7S„ v.&'�'e .9,rw�earwusrwur nR as Access Controlled Door Location Hallway and Interior Cameras (S) 2AMP IR Dome Camera's (1st Floor Only) These cameras provide for high resolution recording and are designed to optimally record in day conditions only. Built in high power infrared illuminators help in even the most challenging lighting conditions. It can work effectively in more demanding environments that are prone to severe or varying weather conditions as well as tampering or physical attack. - 2.1 MP HD Varifocal .0 I0iN'i,RIIYMy06 - CMOS Progressive Scan - 1080P (1920 x 1080 at 30 fps) - Triple-streaming (H.264/MJPEG) - Power over Ethernet (PoE) - ONVIF 2.1 Compliance 2166 W Broadway +777,Anaheim,CA 92804 1.B77.770.EPIC i 1.877.770.3742 www.EpicAlarm.corn ma= EPIC A L A R Emeraency Intercom/Panic Stations (6) Door Stations These Intercom door stations provide high quality 2-way voice communication. The unit is able to call out allowing the receiver to know it's own unique location via a pre-recorded message and listen in for any disturbance that may be happening and/or communication with the caller. Auxiliary ports are available to allow integration with IP cameras and Wireless panic devices. 0 • Clean and simple interface • Vandal resistant f•• Exceptional sound clarity during •• ••�-°�' conversation • Can be paged remotely as part of Wide- area Emergency Broadcast System (WEBS) k", Additional Layer 2 switch Ethernet port to �,• connect other devices (e.g. IP camera's) Supports standard SIP Protocol ••°°� POE (PoE, 802.3af), 12 or 24V AC/DC Raised letter and Braille signage for ADA • - • ■� compliance • Built in auto-dialer can dial six numbers: CALF EMERGENCY if first number doesn't answer or is busy, dials next number Auto-answer allows security to monitor and initiate calls with the unit • Automatically inform the attendant of an IP call station's location via recorded message • Self diagnostic testing of built in buttons, microphone and speaker on schedule and fault reporting. Expert Turnkey Installation Our price includes all equipment, wiring, boxes, labor and necessary components needed to ensure a functioning system. All wiring to be in conduit (limited exposed wiring will be applied if need be). Holes and or penetrations in wall (stucco, brick, drywall etc.) may be done to route wire if need be. All holes will be patched (sanding and painting excluded). Exclusions All Access Controlled controllers, Cameras, Intercoms will be plugged into the City Hall buildings existing Network. Epic Alarm is not responsible for any network Permissions or issues. City of Seal Beach is to provide all necessary permissions to allow Epic Alarm to incorporate the Access Controlled Readers, IP Cameras and Intercoms into their current Network. Epic Alarm will set IP addresses (Provided by City of Seal Beach) to the 2166 W Broadway 41777,Anahaim,CA 92804 1.877.770.EPIC 1 1.877.770.3742 www.EpicAle2rm.com IC A L A R Controllers, IP Cameras and Intercoms and enroll them into the City of Seal Beach's Gateway (NLSS) and/or SIP system. Warranty 6 months labor and 12 month Warranty included on entire solution. Complete turnkey installation including all equipment above, Installation and taxes: $33,651.46 EpicCarell EXTENDED SERVICE AND WARRANTY PLAN: With our optional EpicCareTM program you can rest assure your system will be functioning and operational. Epic Alarm technicians will maintain the system including all parts and labor at no additional cost. Restrictions apply. Months 0-6: $0.00/month Months 7-12: $168.26/month Months 13-60: $252.39/month Other Alarm Feature / Capability E= ELP!C Company Licensed State of California Alarm Company Operator ? Licensed State of California Electrical Contractor ? Redundant UL Listed Central Stations ? ...... Follow up customer service with a smile O ? Board Certified Physical Security Professional@ on staff, No hidden charges, fees, electrician charges etc. ? Two Fully Redundant UL listed Central Stations and One Fully Redundant Disaster Recovery Center Privately Owned Company with no shareholders to answer to and zero corporate debt. We thank you for the opportunity to submit this proposal and look forward to serving you. If you have any questions or concerns, please do not hesitate to give me a call. I can be reached directly at 714.553.1978 Best regards, /VQiz l*dItiu 2166 W Broadway 9777,Anaheim,CA 92804 9.877.770.EPIC I I.B77.770.3742 www.EpicAlarm.com mum EPIC A L A R M Neil Medina Project Manager Epic Alarm, Inc. 1.888.969.EPIC Toll-free 1.714.553.1978 Mobile ACO #7125 ACCEPTANCE OF PROPOSAL I, the undersigned, hereby accept the above proposal and authorize Epic Alarm, Inc. to proceed with the outlined scope of work at the stated price and terms. Signature Printed Name Title Please email to service @epicalarm.com or fax to 714.681.9020 8100 W Broadway 4777.Anaheim,CA 92804 1M77.770.KPIC 1 1.377.770.3748 www.EpicAlarm.com