Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Amendment No. 1 with Denalect Alarm Company for the Design and Installation of Fire and Security Alarm Systems; to Increase the Amount of Compensation by $15,151 for a Total not to Exceed Amount of $67,000 for the Farrelly Pool Replacement, Project No. 2018.3420; and to Authorize the Extension of the Contract Term from June 30, 2021 to December 31, 2023
Staffreport
COUNCIL PRIORITY
• Public Safety
• Infrastructure
SUMMARY
This contract provides for the additional costs for the design, permitting and installation of fire and security alarm systems for the new Farrelly Pool aquatic facility. The original contract was prepared during the initial design process, and additional alarms and security monitoring locations were added during permit reviews and construction.
RECOMMENDATIONS
Staff recommends the following actions:
• Approve Amendment No.1 to the CSA with Denalect Alarm for $15,151, resulting in a total contract amount of $67,000, an increase of 29.2% above the original contract amount of $51,849
• Authorize the City Manager to execute Amendment No. 1; and
• Authorize the extension of the contract term from June 30, 2021 to December 31, 2023
BACKGROUND
On July 6, 2020, the City Council approved a Consulting Services Agreement (CSA) with Denalect Alarm Company to provide fire and security alarm system improvements at Farrelly Pool. Denalect’s scope of work included the installation of low voltage wiring and security equipment required for the protection of the new Farrelly Pool facility. Associated work, such as underground conduits and wall-embedded conduits required to run the wiring were installed by the project’s general contractor, Tricon Construction, as part of a separate construction contract.
The City also has other minor construction contracts with several vendors on this project: Ojo Technology for the installation of security cameras, Smartwave Technology for the installation of a microwave dish for internet connectivity, and JL McComb Coating Services for the installation of anti-graffiti coating on the exterior masonry block walls. None of these other construction contracts have a value large enough to require City Council approval.
Analysis
Denalect Alarm Company was selected for this work because they are the City’s sole source supplier for these systems. The CSA approved by City Council for the Farrelly pool project has a change order limit of 15% of the original value, or $7,777. The proposed Amendment 1, for $15,151, exceeds this change order limit and is therefore submitted to the City Council for approval.
Additional work proposed by this Amendment 1 includes completion of three additional card key access points that were not included in the original project design but necessary for the ease of operation by City staff working and maintaining the facility. In addition, this amendment includes an allowance for installation of low voltage interface connections between the security alarm panel and the facility’s lighting and HVAC control systems to provide the opportunity to program more sophisticated and customized alarm responses and notifications. In addition, Amendment 1 will extend the contract to the end of the 2023 calendar year to ensure there is sufficient time to complete these improvements.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
Previous Actions
• On July 6, 2020, by Resolution No. 2020-072 the City of San Leandro City Council approved a Consulting Services Agreement with Denalect Alarm Company for the Design and Installation of Fire and Security Alarm Systems for the Farrelly Pool Replacement for an Amount Not to Exceed $51,849; authorized the City Manager to Negotiate and Approve Individual Amendments up to 10% (or $5,185) of the original contract amount; and authorized the City Manager to Negotiate and Approve Cumulative Amendments up to 15% (or $7,777) of the Original Contract Amount
• On November 4, 2019, by Resolution No. 2019-184, the City Council awarded a construction contract to Tricon Construction, Inc. for the Farrelly Pool Replacement project
• On June 2, 2003, by Resolution No. 2003-131, the City declared Denalect Alarm Company as the sole source supplier for the City’s building fire and security alarm systems
Committee Review and Actions
On February 7, 2018, staff made a presentation to the City Council Facilities and Transportation Committee regarding the Farrelly Pool Replacement project, the Boys and Girls Club Pool Resurfacing, and the Family Aquatics Center Competition Pool projects.
Applicable General Plan Policies
• Policy OSC-1.2 Park Maintenance. Provide for the regular, systematic maintenance of San Leandro’s parks and recreational facilities to prevent deterioration, ensure public safety, and permit continued public use and enjoyment
• Policy OSC-1.4 Priority on Renovation. Where cost savings and equivalent benefits would be achieved, rehabilitate existing recreational facilities before building entirely new facilities. A priority should be placed on renovating athletic fields and swimming pools, improving energy efficiency, and replacing outdated facilities with new facilities that are safe, attractive, and more responsive to current needs
• Policy OSC-4.1 Joint Use Agreements. Promote joint use agreements between the City and the San Leandro Unified School District and San Lorenzo School District to maximize public access to school recreational facilities and grounds during non-school hours
Permits and/or Variances Granted
All work on site will comply with the permit requirements of the City’s Building Division in the Community Development Department and Alameda County Fire Department.
Code Compliance Review
Installed equipment shall comply with all applicable codes and will be inspected for code compliance as part of the required building permits.
Summary of Public Outreach Efforts
• An open house for the public was held at Roosevelt Elementary School on March 27, 2019 between 6:30 and 8:30 pm to present the new facility design. Four information stations were set up at the meeting with Engineering and Recreation staff personnel available to answer inquiries and provide comment cards for their opinions
• Notices regarding the start of construction were distributed to the neighborhood the week of January 20, 2020 with City staff contact information
Fiscal Impacts
The cost of Amendment 1 is $15,121. The total estimated cost of the Farrelly Pool Replacement project, including this Amendment 1, is $8,945,000
Sufficient funds are budgeted for this construction contract as follows:
Park Development Fees, Account 122-62-131 $495,000
Measure B, Account 144-38-392 $354,000
Capital Improvement Fund, Account 210-62-123 $3,200,000
Capital Improvement Fund, Account 210-62-131 $4,855,000
Sanitary Sewer Funds, Account 593-52-277 $41,500
Total $8,945,000
This Council action will not impact fund balance because there are sufficient funds available in the FY2022-2023 adopted budget.
Attachments
• Attachment A - Resolution
• Attachment B - CSA Amendment 1 Scope of Work
• Attachment C - CSA Amendment 1 Compensation Schedule
• Attachment D - CSA with Denalect Alarm Company
PREPARED BY: Mark Goralka, Associate Engineer, Engineering and Transportation Department