CITY COUNCIL AGENDA ITEM
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
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
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
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.
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
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
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.
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
10% contingency: 26,929.39
Total with a 10% contingency : $296,223.31
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
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:
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)
City of Brentwood
Donna Landeros, City Manager
Cynthia Garcia, Interim City Clerk