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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: June 14, 2005

Subject/Title: Adopt a Resolution authorizing the City Manager to execute a Contract Amendment with Electronic Tech Corporation (ETC), for additional security equipment in the amount of $29,297.51 plus a 10% contingency for the New Police Station, CIP Project No. 337-3142 and City Data Center CIP Project No. 337-3709.

Prepared by: Police: Lt. K. King
Engineering: M. Huber

Submitted by: Administration: K. Chew

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute a contract amendment with Electronic Tech Corporation (ETC) for additional security equipment in the amount of $29,297.51, plus a 10% contingency for the New Police Station, CIP Project No. 337-3142 and City Data Center, CIP Project No. 337-3709.

PREVIOUS ACTION
On February 10, 2004, City Council authorized staff to execute an agreement for design services for the New Police Station with Kaplan McLaughlin Diaz (KMD) in an amount not to exceed $673,363 and amended the 2003/04 – 2007/2008 CIP Budget Sheet.

On November 9, 2005, City Council awarded the contract to Electronic Tech Corporation (ETC) for the New Police Station / City Data Center (Group C), Bid Package #20 – Security Systems for the amount of $239,996.41.

BACKGROUND
As directed by the City Council on February 10, 2004, staff began the design work for the New Police Station project. This project has been bid as a multi-prime project.

As a portion of the multi-prime project, Electronic Tech Corp.,(ETC), a division of Ingersol Rand, was awarded the bid for security systems which includes equipment and installation of related equipment for a computer-supported security system comprised of interior and exterior video cameras, digital video recorders, access control readers, access mapping controls, electronics, door contacts, input modules, and other related equipment. During the design and review phase of the Police Station project, the City’s Data Center project, which is being housed within the New Police Facility was added to the Security bid documents. The bidder, ETC, included what staff deemed an educated “first-pass” at the security portion of the last minute edition of the Data Center security needs within their bid; with Staff fully anticipating the potential of having to refine the requirements once mobilized.

The Data Center is very important for the City as it will house all computer and communication equipment for City Hall and other City facilities, and should be secured at a level equal to the New Police Station project. Adding this portion of work to the Police Station project enabled the City to recognize a considerable savings in overall costs associated with security due to the ability to use common “head-end” computer equipment in addition to utilizing the contractor who would be working on the Police building. This allowed for labor cost savings and a cohesive operation with the Police Department’s security system. The portion of this amendment required for the Police Department portion of the project is due to additional equipment determined to be necessary as the project evolved and the logistics of the use of vaults, equipment rooms, and who would be using / accessing the secured rooms were finalized. The ability for staff to discuss options with the contractor and security consultant once the City was in contract made this process possible and staff believes the facility (which includes the City’s Data Center) with the suggested changes will provide a substantially improved result both financially and logistically.

It should be noted that ETC’s executed contract bid of $239,996.41 (plus 10% contingency) was well under both the City’s original budgeted amount for the Security portion of the Police Department project and the next lowest bidder. Because of the relatively small amount of ETC’s original bid, there are insufficient funds within the current contract contingency requiring this Council action of a contract amendment. The requested amended contract amount of $269,293.92 (with contingencies) of $26,929.39 would continue to reflect a total contract amount less than the amount originally budgeted for this portion of the Police Department project.

FISCAL IMPACT
The fiscal impact associated with the New Police Station project for this contract amendment is $29,297.51, plus a 10% contingency and is included within the project budget, which was submitted and approved by the City Council. ETC’s total contract for the project is now $269,293.92.

Original Contract: $239,996.41
Amendment 1: $ 29,297.51
Subtotal: $269,293.92

10% contingency: 26,929.39
Total with a 10% contingency : $296,223.31

Attachments:
Resolution
Contract Amendment

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT AMENDMENT WITH ELECTRONIC TECH CORPORATION “ETC” FOR ADDITIONAL SECURITY EQUIPMENT IN THE AMOUNT OF $29,297.51, PLUS A 10% CONTINGENCY FOR THE NEW POLICE STATION, CIP PROJECT NO. 337-3142 AND CITY DATA CENTER, CIP PROJECT NO. 337-3709.

WHEREAS, additional security equipment was needed to complete the work; and

WHEREAS, ETC’s original bid did not include sufficient contingency to cover the costs associated with the additional doors and equipment that were omitted from the contract documents; and

WHEREAS, staff recommends amending ETC’s contract to include the work by a contract amendment.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood that the City Manager is authorized to execute a contract amendment with ETC for additional security equipment in the amount of $29,297.51, plus a 10% contingency for the New Police Station, CIP Project No. 337-3142 and for the City Data Center, for a new total contract amount of $269,293.92.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 14th day of June 2005 by the following vote:

AMENDMENT ONE
TO
AGREEMENT

This Amendment is entered into on June 14, 2005, by and between the City of Brentwood and Electronic Tech Corporation (ETC).

WHEREAS, on the 9th Day of November 2004, the City of Brentwood entered into a contract with ETC to obtain Construction Services included within Bid Package #20, Group C, Security Equipment for CIP Project No. 337-3142, New Police Station and CIP Project No. 337-3709, Data Center.

NOW, THEREFORE, IT IS AGREED as follows:

1. Article 5, of the original contract, entitled Contract Sum is amended to increase the contract amount to $269,293.92.
2. All other terms remain unchanged.


Electronic Tech Corporation (ETC)

By Dated:

City of Brentwood

By Dated:
Donna Landeros, City Manager

Attest:

By Dated:
Cynthia Garcia, Interim City Clerk

City Administration
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