HomeMy WebLinkAboutAgenda Report - May 21, 2008 E-04F4*4 AGENDA ITEM
CITY OF LODI
COUNCIL COMMUNICATION
M
AGENDA TITLE: Adopt Resolution Authorizing City Managerto Proceed with Installation of
Security Improvements at Municipal Service Center, 1331 South Ham Lane in
the Amount of $83,990 and Appropriating Additional Funds ($21,000)
MEETING DATE: May 21,2008
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to proceed with
installation of security improvements at Municipal Service Center,
1331 South Ham Lane and appropriating funds as shown below.
BACKGROUND INFORMATION: The Municipal Service Center (MSC), in the normal course of daily
business and fueling, is very busy with City vehicles and equipment,
transit buses, police cars, fire trucks, and service and delivery trucks
all regularly entering and exiting. This high traffic volume, coupled
with the limited space, makes safe driving in and out of the MSC a challenge.
The current practice is to leave the main Ham Lane entry gate open during daytime operating hours.
Although this provides a convenience for delivery trucks and City staff, it makes all the City facilities and
employees vulnerable to unauthorized vehicles and persons entering the yard. This 'open gate" policy
represents a significant risk to the City.
Until a few years ago, the gate on the Kettleman Lane side, near the Animal Services facilities, was left
open all day as well. It was common practicefor people to either drive or walk through the MSC yard as
a short cut, so the Kettleman gate was closed and secured to prevent this. However, this also eliminated
the option for City vehicles to use Kettleman Lane as an entrance/exit.
Foot traffic is extremely heavy at the sidewalk crossing the Ham Lane driveway, especially in the
afternoon when the students are dismissed from Lodi Junior High School. Combined with the high
vehicular traffic volume on Ham Lane at the same time, exiting northbound on Ham Lane can be
dangerous.
It is staffs recommendation that the Ham Lane and Kettleman Lane access to MSC be made more
secure by changing both gates to a regulated security card system and that gates automatically close
except when delivery or City vehicles are present. In addition, non-delivery visitors will access the MSC
through the Water Services Division reception office. Vehicle entry gates at both Ham Lane and
Kettleman Lane will be commercial grade. The projectwill include some minor fence and concrete curb
changes, as well as asphalt replacement.
Staff proposes that the security system be the same as, and linked to, the existing card access system at
the Lodi Police Facility, saving the City approximately $15,000 if a new stand-alone system were
installed. Ingersoll Rand, the company that installed and maintainsthe Police Department, has given us
a proposal of $33,553 for equipment and installation. Due to the new internal high-speed fiber optic
network capabilities that are now in place between the Police Department and the MSC, we can use
existing Police Department equipment and just "add on" to that system. Council is asked to authorize the
APPROVED:
BI r Kin ,City Manager
K w mPROPERiYIMsclCcsecurity Improvements.doc 5/15/2008
Adopt Resolution Authorizing City Manager to Proceed with Installation of Security Improvements at
Municipal Service Center, 1331 South Ham Lane in the Amount of $83, 990and Appropriating Additional
Funds ($21,000)
May 21,2008
Page 2
City Manager to negotiate and execute a purchase order to Ingersoll Rand as the sole supplier of the
security card access system.
Staff has estimated the cost for gate replacements, fence modifications, concrete, asphalt, and electrical
work, etc., and will obtain quotes for these aspects of the project. Multiple purchase orders will be
required to complete this work, at an estimated cost of $83, 990 ras shown below. This total does not
include additional security cameras or intrusion alarm systems on any MSC buildings.
ESTIMATED COST
Ham Lane Gates and Operators $15,000
Kettleman Lane Gate Replacementand Operator 8,800
SecuritvAccess Svstem 33,555
Concrete 5'.000
Asphalt 10,000
Office Svstem Furniture Modificationsat Public Works Adm. Entry 3,000
Misc.: Door hardware, electrical, conduit, phone, wire,
signage,sprinider/landscape changes, etc. 1,000
Contingency - 10% 7.635
TOTAL $83,990
The work and tasks are all related but separate and specialized. The expectation is to contract out via
separate purchase orders the Ham Lane and Kettleman Lane gates and closures, concrete, asphalt, and
office systems furniture work. City staff may perform some of the above-described work with City forces,
for example: modifying the door hardware, running wire, installing traffic loops, installing conduit,
installing signage, electrical work, and painting.
FISCAL IMPACT: The MSC will have controlled and improved ingressfegress and a safe
alternativefor exiting and/or entering the MSC yard during congested
periods will be provided. It is anticipated that this expenditure will reduce
the security risks at this location and will therefore reduce the potential
losses that might be incurred and charged to the self-insurance fund.
FUNDING AVAILABLE: Unencumbered Bond Proceeds (Electric Utility Department 2002 Certificate
of Participation Series A) (161013) : $63, 000
Requested Appropriation: $21, 000to be apportioned to those divisions
benefitingfrom the security improvements: Water (180451), Wastewater
(170401),,Streets and Drainage (3215011), Fleet (260561), and
Transjt X72) at $4, 200per division.
F. Wally Sdpdelin
Public Wo S Director
Prepared by DennisJ. Caiiahan. Fleet and Facilities Manager
RCPIDJClpmt
cc: Purchasing
George Bradley, Streets and Drainage Manager
Kirk Evans, Budget Manager
KIWRTRGPERTYWSCICCSecurity Improvements.doc
Geo Morro
Electric Utility Director
George Morrow, Electric Utility Director
Charlie Swimley, Water Services Manager
5/1512008
RESOLUTION NO. 2008-82
A RESOLUTION OF THE LODE CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO PROCEED WITH INSTALLATION OF
SECURITY IMPROVEMENTSAT THE MUNICIPAL SERVICE
CENTER, 1331 SOUTH HAM LANE, INCLUDING
NEGOTIATION AND EXECUTION OF A PURCHASE ORDER
TO THE SOLE SUPPLIER OF THE SECURITY CARD ACCESS
SYSTEM; AND FURTHER APPROPRIATING FUNDS
------------------
WHEREAS, the Municipal Service Center (MSC), in the normal course of daily
business and fueling, is very busy with City vehicles and equipment, transit buses, police
cars, fire trucks, and service and delivery trucks all regularly entering and exiting, making
safe driving difficult; and
WHEREAS, the current practice of leaving the main Ham Lane entry gate open
during daytime operating hours makes all MSC facilities and employees vulnerable to
anyone who drives or walks into the yard, as well as increasesthe risk of theft; and
WHEREAS, a few years ago, the gate on the Kettleman Lane side, near the
Animal Services facilities, was closed and secured to prevent unauthorized entry;
however, this took away the opportunity for City vehicles to use Kettleman Lane as an
entrance/exit; and
WHEREAS, it is staffs recommendation that the MSC be made more secure by
changing both gates to be regulated by the addition of a security card system and that
practices be changed so that both gates automatically close except when vehicles are
driving through; and
WHEREAS, staff proposes that the security card access system be the same as,
and linked to, the existing card access system at the Lodi Police Facility, saving the City
approximately $15,000 for a new stand-alone system; and
WHEREAS, Ingersoll Rand, the company that installed and maintains the Police
Department's security card access system, has given a proposal of $33,553 for
equipment and installation and staff recommends that the City Manager be authorized to
negotiate and execute a purchase order to Ingersoll Rand as the sole supplier of the
security card access system; and
WHEREAS, staff recommends contracting out via separate purchase orders the
Ham Lane and Kettleman Lane gates and closures, concrete, asphalt, and office
systems furniture work.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to proceed with installation of security improvements at the
Municipal Service Center, 1331 South Ham Lane; and
BE IT FURTHER RESOLVED that the City Council does hereby authorize the
City Manager to negotiate and execute a purchase order to Ingersoll Rand as the sole
supplier of the security card access system in the amount of $33,553; and
BE IT FURTHER RESOLVED that additional funds in the amount of $21,000 be
appropriated for this project from those divisions benefiting from the security
improvements: Water (180451), Wastewater (170401), Streets and Drainage (3215011),
Fleet (260561), and Transit (125079) at $4,200 per division.
Dated: May 21,2008
hereby certify that Resolution No. 2008-82 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 21, 2008, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, and
Mayor Mounce
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS— Hitchcock
ABSTAIN: COUNCIL MEMBERS— None
4ANDI �JOHL
City Clerk
KITINIBN