09 Staff Report - Police Operations Building Facility ProjectIoW N 0 MEETING DATE: 611104
ITEM NO.
SOS cA~os COUNCIL AGENDA REPOR'T'
DATE: MAY 20, 2009
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENTAGENCY
FROM: GREG LARSON, TOWN MANAGER/EXECUTIVE DIRECTOR 4Pg--L-~
SUBJECT: PPW JOB NO. 07-22 - LOS GATOS/MONTE SERENO POLICE
OPERATIONS BUILDING FACILITY PROJECT 821-2401
A. ADOPT RESOLUTION DECLARING PROTECTION ONE TO BE THE
LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND AWARD A
SECURITY SYSTEMS INSTALLATION CONTRACT IN THE AMOUNT
OF $61,093.
B. AUTHORIZE STAFF TO ISSUE FUTURE CHANGE ORDERS TO THE
AGREEMENT IN AN AMOUNT NOT TO EXCEED $6,000.
RECOMMENDATION:
1. Adopt Resolution declaring Protection One to be the lowest responsible bidder on the
project and awarding a security systems installation contract (Exhibit A) in the amount
of $61,093.
2. Authorize staff to issue future change orders to the agreement in an amount not to
exceed $6,000.
BACKGROUND:
The Town of Los Gatos is re-building an existing structure to house the Operations
Division of the Police Department. As a component of Fixtures Furniture and Equipment
(FF&E), the installation of a comprehensive security system is required. This system will
provide for closed circuit televised surveillance of the interior and exterior of the facility,
duress alarms in appropriate locations in the building, the ability to remotely provide
access and interior site security measures.
PREPARED BY
TODD CAPURSO
Director of Parks and Public Works
. Assistant Town Manager/Deputy Director
Reviewed by: 0'-3
`kown Attorney/General Counsel
Clerk Administrator/Secretary
Finance Community Development
N:IPPWIMANAGEMENTICOUNCB,ICOISNCIL REPORTS12009 reportsVEme IM-22 Los gatos Police Operations Building Sceurily Systems
Installation.doc
PAGE 2
MAY 20, 2009
MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PROJECT 07-22 - LOS GATOS/MONTE SERENO POLICE OPERATIONS
BUILDING PROJECT 821-4201
BACKGROUND (cont'd):
The project furid sufficiently accounts for this expenditure, associated with allocations for
FF&E. A scope of work was developed in conjunction with the Police Department, and a
Request for Proposals was circulated.
DISCUSSION:
The informal bid process for contracts under $100,000 requires staff to solicit bids from a
minimum of three contractors. Three bids were received on May 19, 2009. The bid
summary is attached for review (Exhibit B). The lowest responsible bidder, Protection
One, provided a bid most responsive to the scope of work. It is recommended that the
Council adopt the attached Resolution declaring Protection One to be the lowest
responsible bidder, and award a security systems installation contract in the amount of
$61,093.
It is also recommended that the Town Council authorize staff to execute future change orders
to the contract in an amount not to exceed $6,000.
CONCLUSION:
Staff recommends that the Council accept the staff recommendations noted above.
ENVIRONMENTAL ASSESSMENTS:
This is not a project defined under CEQA, and no further action is required.
PAGE 3
MAY 20, 2009
MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PROJECT 07-22 - LOS GATOS/MONTE SERENO POLICE OPERATIONS
BUILDING PROJECT 821-4201
FISCAL IMPACT:
Sufficient funds are available for this agreement as demonstrated in table below.
POLICE FACILITY PROJECT
Original
Prior Years
FY 2008109
FY 2008/09
Proposed
Future
Available
Budget
Expenditures
Budget
ExplEnc
Contract
Commitments
Balance
FY 2008/09 Fiscal Impact
To Date
Project 111-821-2401 (GFAR)
$ 5,118,548
$ 2,521,791
$ 2,971,757
$ 2,314,724
$ 43,812
$ 354,923
$ 258,298
Project 911-821-2401 (RDA)
2,720,000
1,280,886
1,439,114
1,256,575
23,281
159,258
0
TOTALS
$ 7,838,548
S 3,802,677
S 4,410,871
S 3,571,299
$ 67,093
S 514,181
$ 258,298
Expenditure Detail
Services Supplies & Equipment
$ 1,627
$ 28,125 $
61,093 $ 59,485
Site Acquisition & Preparation
3,201,718
900
Design & Consulting Services
540,574
431,935
Project Construction
58,758
3,110,339
pumiture, Fixture and Equipment
366,696
Contingency
6,000
liacility Re-Use _Costs _
88,000
TOTALS
$ 3.802.677
$ 3,571.299 S
67.093 S 514.181
Attaclunents:
Resolution declaring Protection One to be the lowest responsible bidder on the project and
awarding a security systems installation contract.
(Exhibit A) Protection One Contract
(Exhibit B) Bid Summary
Attachment 1
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE AWARD OF A
SECURITY SYSTEMS INSTALLATION CONTRACT WITH PROTECTION ONE
FOR PROJECT 07-22 - POLICE OPERATIONS BUILDING
WHEREAS, bids were sought in conformance with State and Town law for Proj ect No. 07-22
Police Operations Building Security Systems Installation; and
WHEREAS, Protection One submitted the lowest bid which the Town Council deems to be
responsive to the Town's solicitation dated May 19, 2009.
NOW THEREFORE, BE IT RESOLVED by the Town Council of the Town of Los Gatos
that Protection One is declared to be the lowest responsible bidder for Project No. 07-22 Police
Operations Building Security Systems Installation and that the Town Manager is authorized to execute
a contract (attached as Exhibit A) for said project on behalf of the Town in the amount of $61,093.04.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders as
necessary up to an amount of $6,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the I" day of June, 2009 by the following vote.
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
Exhibit A
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as "Owner"
and Protection One (hereinafter referred to as "Contractor"). Owner and Contractor, for the
consideration hereinafter named, agree as follows:
A. SCOPE OF WORK
Contractor shall furnish all materials and perform all of the work for the construction of
Project No. 07-22 Police Operations Building Security Systems Installation in accordance
with the Contract Documents.
B. CONTRACT PRICE
As full compensation for furnishing all materials and for doing all the work contemplated and
embraced in this Contract, also for all loss or damage arising out of the nature of the work
aforesaid, or from the actions of the elements, or from any unforeseen difficulties or
obstructions which may arise or be encountered in the prosecution of the work until its
acceptance by Owner, and for all risks of every description connected with the Work, also for all
expenses incurred by or in consequence of the suspension or discontinuance of work, and for
well and faithfully completing the Work, and the whole thereof, in the manner and according to
the Contract Documents, Owner shall pay (sixty-one thousand ninety-three dollars and four
cents), $61,093.04, which shall supersede any other amount specified in the Contract
Documents.
C. CONTRACT DOCUMENTS
All rights and obligations of Owner and Contractor are fully set forth and described in the
Contract Documents. All parts of the Contract Documents are intended to be correlated so that
any work called for in one part and not mentioned in the other, or vice versa, is to be executed
the same as if mentioned in all said documents.
D. BEGINNING OF WORK
Following the execution of this Contract and the approval of bonds and insurance policies and
certificates, Owner shall issue a Notice to Proceed with the Work, Commencing work or the
entrance of equipment or materials on the site of the Work by Contractor before receipt of the
Notice to Proceed is at the sole risk and expense of Contractor, and the Contractor shall be fully
liable for any damage or injury sustained by Owner or third persons resulting therefrom.
E. TIME OF COMPLETION
The Work called for herein shall be fully completed by August 30, 2009.
F. CORRECTION OF WORK AFTER ACCEPTANCE AND FINAL PAYMENT BY
TOWN
Contractor shall remedy any defects due to faulty materials and/or workmanship and pay
for any damages to other work and/or existing facilities resulting therefrom which shall
appear within a period of 1 year from the date of recording of the Notice of Completion.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day
of June, 2009.
TOWN OF LOS GATOS, by:
Greg Larson, Town Manager
Protection One, by:
(Signature)
RECOMMENDED BY:
(Print Name)
Todd Capurso (Address)
Director of Parks and Public Works
(City, State, Zip)
APPROVED AS TO FORM:
Orry P. Korb, Town Attorney
ATTEST:
(Contractor's License Number)
Jackie Rose
Clerk Administrator
Exhibit B
BID SUMMARY
PROJECT 07-22 - POLICE OPERATIONS BUILDING
SECURITY SYSTEMS INSTALLATION
Protection One $ 61,093.04
RF1 $115,326.00
American Alarm $185,400.00