HomeMy WebLinkAboutAgenda Report - February 3, 2021 C-05AGENDA ITEM C05
CITY OF LODI
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COUNCIL COMMUNICATION
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AGENDA TITLE: Approve Plans and Specifications and Authorize Advertisement for Bids for City
Hall Security Improvements Project, Adopt Resolution Authorizing City Manager to
Award Contract to Lowest Responsive Bidder ($200,000), or Reject All Bids,
Execute Change Orders ($20,000), and Appropriating Funds ($135,000)
MEETING DATE: February 3, 2021
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Approve plans and specifications and authorize advertisement for
bids for City Hall Security Improvements Project, adopt resolution
authorizing City Manager to award Contract to lowest responsive
bidder, in an amount not to exceed $200,000, or reject all bids, execute change orders in an amount not
to exceed $20,000, and appropriating funds in the amount of $135,000.
BACKGROUND INFORMATION: In recent years, there has been an increase in workplace shootings
reported across the country. City Hall is the primary location for the
City to conduct business with the public and there have been times
Staff has had to deal with angry customers, resulting in calling for police assistance. The Police
Department has conducted training sessions to address emergency exit and action plans; and
determined that during an active shooting event at City Hall, Staff on the first and second floors would be
most vulnerable due to unsecure access points and public counters.
This project consists of installing bullet resistant service windows on the existing public service counters
on the first floor, installing and/or retrofitting existing doorways with security card access and hardware,
and other incidental and related work, as shown in Exhibit A. These improvements will allow Staff more
time to safely exit the premises during an active shooter event.
The plans and specifications are on file in the Public Works Department. The planned bid opening date
is February 24, 2021. The work is anticipated to be complete by summer of 2021. Since City Hall is
currently closed to the public due to the COVID-19 pandemic, Staff recommends completing the project
now to minimize disruption to the public.
This project was initially budgeted in Fiscal Year 2020/21 in the amount of $115,000 and included only
first floor security upgrades. As the design evolved, the project expanded to include second floor
improvements. The total project cost is expected to be $250,000, which includes design, construction,
contract administration and contingencies. Staff is requesting the additional appropriation of $135,000 to
cover the additional project cost.
Staff recommends authorizing City Manager to award Contract to lowest responsive bidder, in an amount
not to exceed $200,000, or reject all bids, execute change orders in an amount not to exceed $20,000,
and appropriating funds in the amount of $135,000.
KAWPTROJECTSWISC\City Hall Security\CPSA-Award.doc 1/25/2021
Approve Plans and Specifications and Authorize Advertisement for Bids for City Hall Security Improvements Project, Adopt Resolution Authorizing City Manager to
Award Contract to Lowest Responsive Bidder ($200,000), or Reject All Bids, Execute Change Orders ($20,000), and Appropriating Funds ($135,000)
February 3, 2021
Page 2
FISCAL IMPACT: There will be a slight increase in building maintenance cost associated with
the installed improvements. The lives the project may potentially save
during active shooting will worth the cost.
FUNDING AVAILABLE: Fiscal Year 2020/21 Budget:
General Fund Capital (43199000.77020): $115,000
Requested Appropriation:
General Fund Capital (43199000.77020): 135,000
TOTAL. $ 250,000
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
C-Q�N�c
Charles E. Swimley, Jr.
Public Works Director
Prepared by Lyman Chang, City Engineer/Deputy Public Works Director
CES/LC/tc
Attachment
cc: Facilities Superintendent
Construction Manager
Management Analyst, Public Works
NJ Associates, Inc.
Signature: Q„,,,drw,,,r �(j
Email: akeys@lodi.gov
K:\WP\PROJECTS\MISC\City Hall Security\CPSA-Award doc 1/25/2021
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RESOLUTION NO. 2021-23
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO AWARD THE CONTRACT TO THE LOWEST
RESPONSIVE BIDDER FOR THE CITY HALL SECURITY IMPROVEMENTS
PROJECT, OR REJECT ALL BIDS, AND EXECUTE CHANGE ORDERS; AND
FURTHER APPROPRIATING FUNDS
WHEREAS, in recent years, there has been an increase in workplace shootings reported
across the country; and
WHEREAS, this project consists of installing bullet -resistant service windows on the
existing public service counters on the first floor, installing and/or retrofitting existing doorways
with security card access and hardware, and other incidental and related work; and
WHEREAS, staff recommends authorizing the City Manager to award the contract to the
lowest responsive bidder, in an amount not to exceed $200,000, or reject all bids; and
WHEREAS staff also recommends authorizing the City Manager to execute change
orders in an amount not to exceed $20,000; and
WHEREAS, staff also recommends that the City Council appropriate funds in the
amount of $135,000, from the fund balance of General Fund Capital (43199000.77020) for
Fiscal Year 2020/21.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to award the contract to the lowest responsive bidder for the City
Hall Security Improvements Project, in an amount not to exceed $200,000, or reject all bids; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the
City Manager to execute change orders in an amount not to exceed $20,000; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize an
appropriation for the City Hall Security Improvements Project, in the amount of $135,000, as set
forth above; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to
make minor revisions to the above -referenced document(s) that do not alter the compensation
or term, and to make clerical corrections as necessary.
Dated: February 3, 2021
I hereby certify that Resolution No. 2021-23 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held February 3, 2021 by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
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NNIFER SMIR
City Clerk
2021-23
Jennifer Cusmir
From: Natalie Bowman
Sent: Wednesday, February 3, 2021 BAB AM
To: City Council Comments
Subject: Public Comment C5
M Jennifer,
Please see below my comment for city council's regular meeting tonight
The consent calendar this evening has several resolutions authorizing contracts for companies outside Lodi,
including Sacramento, Rancho Cordova, Walnut Creek, San Francisco, even to Tennessee and Kansas. While
not every need or service can be provided by Lodi businesses, we should be willing to spend more to support
them when possible. For this bidding process, instead of awarding the contract to the lowest responsive bidder,
I'd respectfully ask the council to instruct city manager to prioritize Lodi and Lodi area businesses first.
We all know that our small businesses are the backbone of Lodian's employment and there's never been a more
difficult time for them. Anything we can do to support them would be greatly appreciated.
Thank you,
Natalie Bowman
Lodi Resident and Nonprofit Director