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Home My WebLink About5/16/2007 - STAFF REPORTS - 2.F. ?ALM sA {oe �fy 41 u m n � r CitY Council Staff Report DATE: May 16, 2007 CONSENT CALENDAR SUBJECT: APPROVE HOLD-ROOM SECURITY AND PUBLIC INFORMATION DISPLAY CHANGE ORDER FROM: David H. Ready, City Manager BY: Department of Aviation SUMMARY This action would be to recommend City Council approval of a change order with the airport's current security contractor to install security systems and information display systems in the new hold-room project and the related budget amendment. RECOMMENDATION: 1. Adopt Minute Order approving Change Order No. 3 to Agreement No. 4925 with Antar-Com/Systems Integration, Inc. for an increase of $313,897.20 for security and information display systems in the new Hold- roam project. 2. Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR THE 2006-07 FISCAL YEAR. 3. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The airport currently has a contract with Antar-Can/Systems Integration, Inc. for security and information display system installation throughout the terminal building. The proposed change order would result in the systems being expanded into the new hold- room. The original contract was funded under federal grants AIP 36 & 37 and the City Council has previously consented to an AIP 37 grant over-run t� ly fund jydeP . City Council Staff Report May 16, 2007-- Page 2 Security& Information Change Order system expansions into the new hold-room. That approval was for an overall over-run of$446,708.47. It now appears that with the addition of this Change Order that the over- run will be $501,009.28. As part of this action staff will seek approval of the increase. The contractor is prepared to begin construction as soon as the building is in a position to accept the equipment; probably late May. At its regularly scheduled meeting on May 9, 2007, the Airport Commission recommended the City Council approve Change Order No. 3 to Agreement No. 4925 with Antar-Corn/Systems Integration, Inc. for an increase of $313,897.20 for security and information display systems in the new Hold-room project and the related budget amendment in the amount of $53,769.12. FISCAL IMPACT: JFinance Director Review: The $313,897.20 will be funded with an over-run of the FAA AIP 37 grant. There is currently available $260,128.08 remaining in account number 415-6400-56062 for this work. To fully fund the work, a budget amendment in the amount of$53,769.12 is required. In previous Staff Reports on the subject of over-runs the expectation was that reimbursement of over-runs are an automatic thing. The law says you may over-run up to 15% and apply for reimbursement. The only guaranteed reimbursement comes when the airport chooses to utilize upcoming entitlement grants to reimburse the expenses. The alternate approach is to wait for discretionary funding to become available and the FAA advises that is a long wait. In this case staff recommends that the over-run be scheduled as part of the airport's next entitlement grant; probably will get authorized by FAA in Feb. of 2008. _ — � \ 11I II David H. Ready, City a Alllen F. Smoot, Airport Construction Project Administrator Attachments: Antar Com/Systems Integration Change Order No. 3 Minute Order Resolution 0Crn2 CRANGE ORDER No.3 Security Access Control and Public Information Display Systems Rehabilitation AIP No. 3-06-0181-37 CITX PROTECT NO, 2003-17 CONTRACT NO. A4925 CONTRACT DATE: September 20, 2004 CONTRACTOR: Antar-Com/Systems Integration,Inc. The following changes are hereby made to the Contract Documents: Item No. 1 through 5: see detail on spreadsheet Exhibit"A"attached. (All work under this change order shall be accomplished is accordance with the terms and conditions of the contract) Justification: Items 1, 2, 3,4 and 5 -Improvements are required to integrate and secure the new Regional Jet Concourse, CHANGE TO CONTRACT PRICE Original Contract Price: $2,496.500-00 Current contract price,as adjusted by previous Change Orders: $2,875,283,71 The Contract Price due to this Change Order will be[increased][deereased]by$313 897.20. The new Contract Price due to this Change Order will be: $3,189,180.91. CHANGE TO CONTRACT TIME The Contract Time will be [increased][deereosed] by 60 calendar days. The date for completion of all work under the contract will be August 31,2007. Approvals Required: To be effective,this order must be approved by the Owner if it changes the scope of the objective of the project,or as may otherwise be required under the terms of the Supplementary General Conditions of the Contract_ Requested by date Recommended by Rodger Sheraton,V SA AIRPORTS,Inc_ date 4-25-07 Ordered by date Accepted by date Antar-Com/Systems Integration,Inc. FAA Approval: '"'v e;i EXHIBIT A SACS Change Order No. 3 Item Labor E ui ment Sub Contracts No. Description Hours Rate Cost Hours Rate Cost Materials I Systems AMOUNT 1 RJ Concourse -Access Control Changes and adds 284.00 70.00 19,880.00 30,854.40 50.734.40 Add 2 M8 Hirsch panels, 12 scramble prox readers and 4 outdoor scramble prox readers. Connect to door hardware. 2 RJ Concourse- CCTV Changes and adds 342.00 70.00 23,940.00 50,190.62 74,130.62 Add 8 outdoor dome cameras and 4 indoor dome cameras, power supplies and associated connections to existing 3 RJ Concourse - PIDS adds (COM-NET) 120.00 70.00 8,400.00 2,020.00 51,550.00 61.970.00 Add 2-PIDS Monitors, 8-GIDS Monitors systems complete and (taxable) integrated 4 RJConcourse- Door Hardware 116.00 70.00 8,120.00 33,330.30 2.200.00 43.650.30 Add - Provide and Install Revised Gate(s) Door Hardware 5 RJ Concourse - PIDS Mounts 1,005.00 1,005.00 Add 2-PIDS Monitor column mounts Engineering (Design/Submiftafs] 4,200.00 4.200.00 8,400.00 Engineering (Record Drawings) 4,200.00 3,200.00 7,400.00 Warranty 5-Year 4,620.00 4.620.00 862.00 68,740.00 117,400.32 66,770,00 251.910.32 Notes: SSTx @ 7.75 13,093.65 13,093.65 1, Conduit, Conduit Installation, and pull strings are excluded. 2. WfrelFiber Optic-pulls, terminations,testing and Integration with Sub Total 265,003.97 the existing system are included in this proposal. 3. This proposal includes the remounting and installation of two Overhead and Profit @ 15% 39,750.60 existing screens and DDC2 from the previous Holding room. Two (2) DDC-4 units will be used for boarding gate displays. Sub-Total 304,764.57 4. SACS, PIDS and CCTV conduit and wiring installation in the RJ Concourse Electrical Room is included. Bond and Insurance 3°/u 9,142.64 5. BJ-7 Cabinets excluded 6. Door Hardware warranty 1-year Total 313,897.2D MINUTE ORDER NO. APPROVE CHANGE ORDER NO. 3 TO AGREEMENT 4925 WITH ANTAR- COM/SYSTEMS INTEGRATION, INC. FOR AN INCREASE OF $313,897.20 FOR SECURITY AND INFORMATION DISPLAY SYSTEMS IN THE NEW HOLD-ROOM PROJECT I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order approving Change Order No. 3 to Agreement 4925 with Antar- Com/Systems Integration, Inc. for an increase of $313,897.20 for security and information display systems in the new hold-room project was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 16th day of May 2007. James Thompson, City Clerk RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2006-2007 WHEREAS, Resolution 21611 approving the budget for the fiscal year 2006-07 was adopted on June 7, 2006; and WHEREAS the City Manager has recommended, and the City Council desires to approve, certain amendments to said budget. THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. ADDITIONS Fund Activity Account Amount 415 Airport 6400 AIP 37 56062 $53,769.12 Purpose: To amend FY 2006 07 budget SECTION 2. SOURCE Fund Activity Account Amount 415 Airport Retained Earnings 29302 $53,769.12 ADOPTED THIS 16th day of May 2007. David H. Ready, City Manager ATTEST: James Thompson, City Clerk Resolution No. CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF PALM SPRINGS ) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. _ is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on May 16, 2007, by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California