HomeMy WebLinkAboutItem JSEA( B9
AGENDA STAFF REPORT 4U cZl
C'QOFORNi'
DATE: September 12, 2016
TO: Honorable Mayor and City Council
THRU: Jill R. Ingram, City Manager
FROM: Jim Basham, Interim Director of Public Works
SUBJECT: NOTICE OF COMPLETION - EMERGENCY SECURITY
UPGRADES TO CITY HALL CIP NO. EM1504
SUMMARY OF REQUEST:
That the City Council adopt Resolution No. 6681:
1. Accepting the Emergency Security Upgrades to City Hall CIP No.
EM1504;
2. Approve Budget Amendment #17 -03 -02 in the amount of $15,400.00;
3. Approve the amount of $86,818.00 to Ramco General Engineering;
4. Approve the amount of $49,998.25 to Convergint Technologies; and,
5. Direct the City Clerk to file a "Notice of Completion" with the Orange
County Clerk- Recorder within ten (10) days from the date of acceptance
and to release $15,290.24 to Convergint Technologies in 35 days.
BACKGROUND AND ANALYSIS:
On July 13, 2015, the City Council adopted Resolution No. 6583 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 in the amount of $140,800.
The project consisted of:
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 security video cameras to view various locations in City Hall
5. Add automated voice dialing systems throughout City Hall
6. Add access control doors in City Hall
Agenda Item J
7. Create a new Police Support Office with work stations in the Old City Hall
Annex Building.
Shortly after the award of the project, staff was informed by the City's Information
Technology consultant, Synoptek, that Epic Alarm (a security contractor) was not
performing satisfactorily and was not resolving several repeated on -going video
camera issues occurring in the Police Department. Due to repeated poor
performance and unsatisfactory work, Synoptek removed Epic Alarm from
regular contractual and future work.
Since the security upgrade work was an urgent necessity, staff needed to
contract with a new security contactor. In speaking with Synoptek, staff was
informed that Convergint Technologies (Convergint) is a contractor that could
repair and install the essential security systems.
During a typical construction project, staff would return to the City Council to
obtain approval of a new contractor. However, this was not a typical project, as
the project was declared an emergency by the City Council for the preservation
of life, health, and property.
Based on the recommendation by Synoptek, staff solicited a proposal from
Convergint to continue the emergency security work at City Hall as a sole source
vendor. Subsequently, Convergint submitted a proposal dated August 19, 2015
in the amount of $42,168.58 for the similar scope of work as Epic Alarm's
proposal in the amount of $33,651.46.
The adopted Resolution No. 6583 authorized a purchase order to Epic Alarm for
$33,651.46 for items 4 through 6 as identified above. At that time, Epic Alarm
was selected for this project due to their past work with the Seal Beach Police
Department and previous work in City Hall for adding access control to existing
doors. The difference in cost between Epic Alarm's proposal in the amount of
$33,651.46 and Convergint Technologies' proposal amount of $42,168.58 was
$8,517.12. The difference in proposal costs was based on an addition to the
project scope of work that included software improvements that would enable the
Police Department and City Hall security systems to be uniform and
communicate. Epic Alarm's proposal did not account for this additional work.
In October 2015, when the installation of the security upgrades occurred, it was
determined an additional camera and voice dialing intercom was needed to
improve viewing angles. The additional voice dialing intercom was added in the
Administration office area. The total cost for this change was $3,341.27 to
Convergint Technologies.
In December 2015, additional work was needed on the hallway door at the City
Clerk's office which included modifications to the framing and drywall as well as
modifications to the public counter which was required to accommodate the new
access control door. The total cost for this change was $9,640.00 to Ramco and
$3,368.98 to Convergint. Additionally, a structural engineer was hired to
Page 2
evaluate, design and engineer the supports for City Hall in the amount of
$2,886.88.
In addition, it was determined that furniture for only two work stations were
required in the Police Support Office in the Old City Hall Annex Building which
reduced the cost to National Business Furniture to $3,868.71.
In February 2016, the Police Department occupied the Police Support Office in
the Old City Hall Annex building and the construction was completed in City Hall.
However, after the Police Department occupied the space, the Heating
Ventilation and Air Conditioning (HVAC) system was modified to provide air
conditioning to the space in the amount of $5,841. Blinds were also required to
provide privacy in the Police Support Office, amounting to $407.85.
In April 2016, the security cameras, access control doors and emergency push
button voice dialing intercom system was completed.
In August 2016, the emergency push button for the Police Support Office in the
Old City Hall Annex building was relocated to outside the building for better
public access. The cost for this change was $1,119.42 to Convergint.
Convergint Technologies' original proposal was $42,168.58. The following
change orders: $3,341.27 for the additional camera and intercom; $3,368.98 for
the new access control door at the City Clerk's counter and $1,119.42 to relocate
the intercom at the Police Support Office added an additional cost of $7,829.67
for a total of $49,998.25. To date, the City has paid Convergint $34,708.01 and
$15,290.24 is the outstanding balance.
The approved Resolution No. 6583, item 2 part G authorizes expenses for
contingency, networking, computer connections, and Information Technology
support and labor for $14,470.00.
The following are the actual expenditures: cost for inspection in the amount of
$2,210, window coverings for the support office in the amount of $407.85,
structural engineer in the amount of $2,886.88, HVAC modifications in the
amount of $5,841, and IT Support/Networking in the amount of $4,146.25 which
totals $15,491.98.
ENVIRONMENTAL IMPACT:
There is no environmental impact related to this item.
LEGAL ANALYSIS:
No legal analysis is required for this item.
Page 3
FINANCIAL IMPACT:
At the July 13, 2015 City Council Meeting, the City Council approved Budget
Amendment #16 -01 -01 in the amount of $140,800. Following is the breakdown
of the final cost of the project.
Description
City Council
Approved
Amount Actual
Change
Orders Total
Ramco General Engineering
$77,178.00
$77,178.00: $9,640.00 $86,818.00
- -- -- _..
ConvergintTechnologies
....
$33,652.00
-
$42,168.58 $7,829.67 $49,998.25
.... -- - - -- ...... ...
National Business Furniture
.- - --
$15,500.00
— -
$3,868.71 $3,868.71
......— — - ....
Contingency, IT Support, Labor, Networking
$14,470.00
$15,491.98 $15,491.98
........ — —
$140,800.00
-
$138,707.27 $17,469.67 $156,176.94
With the total final project cost in the amount of $156,176.94 and the approved
project Budget in the amount of $140,800, there is a shortfall of $15,376.94.
Budget Amendment #17 -03 -02 is needed to complete this project. The project is
funded through General Fund.
Description
Account
RemsedfAdopted
Proposed
Budget (diff)
Budget
Budget
Amendment
Transfer Out
001- 080 -47000
$ 8,896,200
$ 8,911,600 $
15,400
Transfer In - Capital
045 -000 -31500
$ 12,139,800
$ 12,155,200 $
15,400
Contract Professional
Od5- 333 -44000
$ 12,139,800
$ 12,155,200 $
15,400
RECOMMENDATION:
That the City Council adopt Resolution No. 6681:
1. Accepting the Emergency Security Upgrades to City Hall CIP No.
EM 1504;
2. Approve Budget Amendment #17 -03 -02 in the amount of $15,400.00;
3. Approve the amount of $86,818.00 to Ramco General Engineering;
4. Approve the amount of $49,998.25 to Convergint Technologies;
5. Direct the City Clerk to file a "Notice of Completion" with the Orange
County Clerk- Recorder within ten (10) days from the date of acceptance
and to release $15,290.24 to Convergint Technologies in 35 days.
Page 4
Interim Director of Public Works
NOTED AND APPROVED:
Ingram, �{ .. - '
Prepared by: Michael Ho, P.E. Deputy Director of PW /City Engineer
Attachments:
A. Resolution No. 6681
B. Notice of Completion
Page 5
Attachment "A"
RESOLUTION NUMBER 6681
A RESOLUTION OF THE SEAL BEACH CITY COUNCIL
DECLARING WORK TO BE COMPLETED FOR EMERGENCY
SECURITY UPGRADES TO CITY HALL CIP NO. EM1504
WHEREAS, the Deputy Director of Public Works /City Engineer has determined
that the work has been substantially completed in accordance with the contract
documents.
NOW, THEREFORE, THE SEAL BEACH CITY COUNCIL DOES HEREBY
RESOLVE:
Section 1. That the work required to be performed by Ramco General
Engineering and Convergint Technologies has been completed and
accepted.
Section 2. Approve Budget Amendment #17 -03 -02 in the amount of
$15,400.00
Section 3. That the total cost of amount to be paid to Ramco General
Engineering is $86,818.00 for the work performed.
Section 4. That the total cost of amount to be paid to Convergint Technologies
is $49,998.25 for the work performed.
Section 5. That a "Notice of Completion" be filed on behalf of the City in the
Office of the Orange County Recorder within 10 days of the date of
this resolution and release $15,333.72 to Convergint Technologies
in 35 days.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 12th day of September 2016 by the following
vote:
AYES:
Council Members:
Revised /Adopted
Proposed
Budget (diff)
Description
Account
Budget
Budget
Amendment
Transfer Out
001 - 080 -47000
$ 8,896,200
$ 8,911,600
$ 15,400
Transfer In - Capital
045- 000 -31500
$ 12,139,800
$ 12,155,200
$ 15,400
Contract Professional
045- 333 -44000
$ 12,139,800
$ 12,155,200
$ 15,400
Section 3. That the total cost of amount to be paid to Ramco General
Engineering is $86,818.00 for the work performed.
Section 4. That the total cost of amount to be paid to Convergint Technologies
is $49,998.25 for the work performed.
Section 5. That a "Notice of Completion" be filed on behalf of the City in the
Office of the Orange County Recorder within 10 days of the date of
this resolution and release $15,333.72 to Convergint Technologies
in 35 days.
PASSED, APPROVED and ADOPTED by the Seal Beach City Council at a
regular meeting held on the 12th day of September 2016 by the following
vote:
AYES:
Council Members:
NOES:
Council Members:
ABSENT:
Council Members:
ABSTAIN:
Council Members:
Sandra Massa - Lavitt, Mayor
ATTEST:
Robin L. Roberts, City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Robin L. Roberts, City Clerk of the City of Seal Beach, do hereby certify that
the foregoing resolution is the original copy of Resolution Number 6681 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 12th day of September , 2016.
Robin L. Roberts, City Clerk
Attachment "B"
RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO
CITY OF SEAL BEACH
Attn: City Clerk
211 - 8th Street
Seal Beach, CA 90740
Space of above this line for Recorder's use.
* ** No Recording Fee Pursuant to Government Code Section 6103, 27383 * * **
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion.
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated
below in the property hereinafter described:
2. The full name of the owner is: City of Seal Beach.
3. The address of the owner is: 211 — 8th Street, Seal Beach, CA 90740.
4. The nature of the interest or estate of the owner is: In Fee. The City of
5. A work of improvement on the property hereinafter is described as sul
August 19 2016. The work was Emergency Security Upgrades to Citv
6. The name of the contractor(s), if any, for such improvement
Engineering. The date of the Contract Award was July 13, 2015.
7. The property on which said work of improvement was completed in
County of Orange, State of California, and is described as follows:
Beach.
Date:
completed on
was: Ramco General
the City of Seal Beach,
City Hall, City of Seal
Deputy Director of Public Works, City of Seal Beach
Signature of owner or corporate officer of owner
named in paragraph 2 or agent.
VERIFICATION
I, the undersigned, say: the Interim Directory of Public Works declarant of the foregoing notice of
completion; have read said notice of completion and know the contents thereof; the same is true
of my own knowledge.
I declare under penalty of perjury the foregoing is true and correct.
Executed on , 2016, at Seal Beach, California.
(Date of Signature)
Interim Director of Public Works, City of Seal Beach