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Home My WebLink AboutAgenda Report - November 16, 2005 E-04AGENDA ITM -V 4 4DCITY OF LODI COUNCIL COMMUNICATION Im AGENDA TITLE: Adopt Resolution Approving Specifications, Authorizing Rids for Blakely Paris Pool Alarm, 1050 South Stockton Street, and Authorizing the City Manager to Award or Reject the Contract up to an estimated $16,000 MEETING DATE: November 16, 2005 PREPAOIED BY: Parks and Recreation Director RECOMAD ACTION: That the City Council adopt a resolution approving specifications, authorizing bids for Blakely Park pool alarm, 1050 South Stockton Street, and authorizing the City Manager to award or reject the contract up to an estimated $16,000. BACKGROUND INFORMATION: This project was before the City Council at their regular meeting an August 3, 2005. At that time Council had concerns about the project enough that no action was taken on the item and requested that it be brought back to Council at a later date. The concerns listed below are addressed in the attachments included with this communication. Council Concerns: 1. How often do we experience issues that the proposed alarm system would address? 2. What is the extent of budget impact related to these issues? 3. Why is staff recommending spending almost twice the engineer's estimate? This project consisted of installing and monitoring an alarm system at Blakely Park in the pool area (see attached drawing for pool area layout). The alarm system request consisted of: • (1) short range beam located in the outdoor pump area • (4) long environmental outdoor beam sets with 5040 steel posts (2) custom English language keypads • (2) partition systems (Public and Parks sections) (1) indoor motion detector in Lifeguard's room area • (1) Control panel with auto arm, 75 or more user codes, 128 events logging for history of activities. Access codes shall have time schedules. All wires to be run in EMT and Flex conduit outside (1) 7ah back-up power supply battery pack • (3) door to be contacted (1) water sensor in the sump pit to monitor water filing up in the pit area • Approximately 400 lineal feet of trenching and backfill for underground conduit Telephone module for remote access of alarm system • Contractor must be able to change codes remotely within 2 hours at no additional cost APPROVED: i Bla— i� , City Manager Adopt resafution approving specifications, authorizing bids for Blakely Park pool alarm, 1050 South Stockton Street, and auttwking the City Manager to award or nVecd the contract up to an estimated 518,004.00. November 16, 2005 Page 2 • Contractor must be able to provide emergency service within 2 hours at no additional cost • Contractor shad establish a schedule of testing of the alarm system at least annually • System must have a warranty period of at least 12 months From discussions with our current alarm vendor, Alamo Alarm, staff estimated the project cost at $7000. Staff decided to use a Request for Proposal for this project based on completion time line and staff work load. RFP's were mailed out by Purchasing Agent, Joel Harris, on May 12, 2005. Joel selected (5) alarm companies for the mailing and additional copies were made available at the Recreation office for contractors who obtained the RFP's information through the newspaper Public Notice. A mandatory site visit was ou#lined in the RFP. The schedule date for the contractor visit was 9:00 a.m., Wednesday, June 1, 2005, at the pool location. Four contractors attended the meeting to discuss the scope of work. City staff was also on site to discuss the scope of work and address all questions. The four contractors, who attended were required to sign in at the meeting which made them eligible to submit the RFP for consideration. The RFP due date, as outlined in the RFP, was 11:00 a.m., Wednesday, June 8, 2005. One of the four eligible oontradors submitled a proposal. Matson Alamo Company of Fresno, CA submitted a lump sum bid of $13,500 and $40 monitoring cost per month, which would not increase more than 10% per year through 2010. Typically, a contractors bid proposal is good for (30) thirty days. The time that had elapsed between the proposal opening and the Council meeting of August 3, 2005, was (40) forty working days. Prior to the Council meeting, Matson Alarm representative Stene Morgan was asked if they would hold their proposal prices. At than time, Mr. Morgan had indicated that for the upcoming Council meeting he would hold the price and encouraged us to move forward in awarding the project to their company. As you know, the Engineer's Estimate of $7000 is far short of Matson's bid of $13,500. The increase in price from the estimate was due to the amount of trenching requirements placed on the contractor which normally they don't do or is done for them by another sub -contractor prior to installing the conduit runs for the alarm wire. All three non -bidding companies who attended the mandatory site visit were contacted to inquire why they did not bid the project All three contractors indicated that due to the amount of trenching on the project they decided not to submit a proposal for the project. Because of lapsed time, the Matson Alarm Company's bid proposal should now be discarded. Based on the Partes Divisions vandalism reports, there have been three reports of vandalism and two reports of the building being broken into. A monetary value of $328 was shown on these five reports. The Lodi Police Department informed us that twice in 2005 it has responded to calls about juveniles in the pool area after hours of operation. Adopt resoNdion approving specifications, authoming bids for Blakely Park pool alarm, 1050 South Stooldon Street, and suthoriring the Cfiy Manager to award orreject the contrera up to an esiimeted $16,000.00. November 16, 2005 Page 3 Furthermore, most recently and in the past, staff has noticed that the pool was being used without the Departments knowledge. People have been jumping the fence to gain access 1D the water and restroot"s. On occasion, staff has arrived at the facility during the early A.M. and has found evidence of the facility having been used without the Department's knowledge. This type of use, by the way, is without lifeguards on duty. Records show that we have not spent a large amount of money on the above•rnentioned issues; but 610 is genuinely concerned about the potential of someone drowning or accidentally incurring bodily harm from chemicals kept on site. In conckision, it is the opinion of staff that the alarm system would protect City property and protect anyone accessing the pool and/or property illegally. Knowing that the Matson Alarm bid is no longer valid, sttsf€ recommends that the process start over. This bid has been divided into two items. The base bid would be a lump sum item to provide all labor, materials, and equipment to install the alarm system. The second bid item would be the contractor's monitoririg cost per month. Parks and Recreation "'is requesting that Table 3-1 of the current Purchasing Guidelines be applied to the project noted above. FISCAL MIIPACT: There is no direct impact to the Parks and Recreation Department budget for installation of the system. The Parks and Recreation budget will absorb the direct cost of the monthly monitoring. CDBG funds will be supporting the installation of this project in its entirety. FUNDING: 2004/2005 CDBG Allo tion: $13,530 L4pdw R. Krueger, Fktanoe Director Tony C. 06@txfng � Joseph WSW Parks and Recreation Director Community Improvement Manager Prepared by Steve Virrey, Parks Project Coordinator TCGISV:t Attachmenla cc: Steve Schwaibsuer, City Attorney Joel (tris, Purchasing officer JosepiMf Wood, Community Improvement Manager Stave Via, Park Suparkftodsnt Duane Wright, Parts Supervisor CAiE rs SOUTH POOL z GATE GATE TOR,F AREA '� NORTH POOL 1 I L---- -----_..—_----� _------....._._--_ GAT RRpTEC7E6 AREA tf% STORAGE RM L SELOW GROUND BA�CE TANK E PROVIDE & INSTALL (2) SHORT RANGE BEAMS AREA BLACLY PARE- E��IEL�VI CQPLE SCALE': 1"=20' til t* cc tt L�GENO. " T; — (2) SHORT RANGE GEAMS — (4), LONG 9WRONMENTAL OlJTDQOR BEAMS — (3) DOOR SENSOR LOCATION -- (2) KEYPAD LOCATION (4� LONO ENVIRONMENTAl. OUTDOOR � — (Y) 1NTERiOR MOTIQN ScNSOR e�'AMs MGUNTEp ON TOP OF 5"x5" LOCATION STEEL POSTS. FINISHED HEIGHT OF SENSOF SHALL BE b&" TR 42'. —W — - PRCPQSEG WIRE PATH Y"cRfF'( WH, PARK 514PEtgtSOR. BLACLY PARE- E��IEL�VI CQPLE SCALE': 1"=20' RESOLUTION NO. 2005-238 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING SPECIFICATIONS, AUTHORIZING BIDS FOR BLAKELY PARK POOL ALARM, 1050 SOUTH STOCKTON STREET, AND FURTHER AUTHORIZING THE CITY MANAGER TO AWARD OR REJECT THE CONTRACT IN AN AMOUNT NOT TO EXCEED $16,000 WHEREAS, this alarm project was previously approved as part of the Parks and Recreation Department's 2004-05 Community Development Block Grant projects under the title of Blakely Park Improvements; and WHEREAS, the scope of work consists of installing and monitoring an alarm system at Blakely Park pool complex; and WHEREAS, the alarm system shall include the installation of exterior grade long- and short-range beams, two English language keypads, one motion detector, one control panel, trenching, conduit, backfill, and cabling. All work will be installed within the existing pool buildings and pool deck area; and WHEREAS, staff recommends that the City Council approve the specifications, authorize advertisement for bids for the Blakely Park Pool Alarm, 1050 South Stockton Street, and further authorize the City Manager to award or reject the contract in an amount not to exceed $16,000. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the specifications and authorizes advertisement for bids for Blakely Park Pool Alarm, 1050 South Stockton Street, and BE IT FURTHER RESOLVED that the Lodi City Council hereby authorizes the City Manager to award or reject the bid in an amount not to exceed $16,000. Dated: November 16, 2005 I hereby certify that Resolution No. 2005-238 was passed and adopted by the City Council of the City of Lodi in a regular meeting held November 16, 2005, by the following vote: AYES: COUNCIL MEMBERS - Hansen, Hitchcock, Johnson, Mounce, and Mayor Beckman NOES: COUNCIL MEMBERS - None ABSENT: COUNCIL MEMBERS -- None ABSTAIN: COUNCIL. MEMBERS - None SUSAN J. BLAC TON City Clerk 2005-238