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Home My WebLink About9/5/2018 - STAFF REPORTS - 1.GCity Council Staff Report DATE : September 5, 2018 CONSENT CALENDAR SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E) AND AUTHORIZATION TO BID THE KEYLESS ENTRY SYSTEM (PHASE 1), CITY PROJECT NO . 14-23. FROM : David H. Ready , City Manager BY : Engineering SeNices Department SUMMARY: The City Council previously approved a capital project requested by the City's Maintenance and Facilities Department to replace the existing keyless ID badge entry system at City Hall, and to implement similar systems at the Corporate Yard, Fleet Building, Police Department, Fire Stations, and Animal Shelter. The Engineering SeNices Department has identified this capita l project as the Keyless Entry System , City Project No . 14-23 , (the "Project"). The construction documents (Plans , Specifications and Estimate) are completed and in accordance with Section 7 .03.040 of the Procurement and Contracting Code , the City Council shall approve and adopt the plans, specifications and work details , and authorize the bid request for all pub l ic projects in excess of $100 ,000. Approval of this item will allow staff to proceed with bidding Phase 1 of the Project, with an estimated cost of $413,400 . RECOMMENDATION : Approve the plans, specifications and estimate, and authorize staff to advertise and solicit bids for the Keyless Entry System (Phase 1 ), City Project No . 14-23. BACKGROUND : Previou s ly , the City Council approved budget in the Measure J Fund for a capital project requested by the City's Maintenance and Facilities Department to replace the existing keyless ID badge entry system at C ity Hall , and to implement simi lar systems at the Corporate Yard , Fleet Building, Police Department , Fire Stations, and Animal Shelter. In 2015 the City completed a consultant selection process to find a security system design firm to prepare construction plans for the new keyless entry systems . The following City Facilities were identified : ITEM NO . __ .1._. _C"'-·- 2 City Council Staff Report September 5, 20 18 --Page 2 A uth o rized to Bid Keyless Entry System ; C P 14-23 • Phase 1 -City Hall • Phase 1 -City Yard /Fleet Buildings • Phase 1 -Police Department Headquarters • Phase 2-Five (5) Fire Stations • Phase 2-Animal Shelter On May 20, 2015, City Council approved a professional serv ices agreement with Guidepost Solutions, Inc., of Los Angles to provide security syste m design services for various c ity owned facil ities in an amount not-to-exceed of $48 ,305. Addit ional work was subsequently authorized by th e City Manager, increasing t he des ign cost by $10,630 to $58,935 . Guidepost Solutions has completed the preparation of plans and specifications for the repl acement of existing software and hardware of the keyless access control system and upgrading the system to in cl ud e e nhan ced security features and functiona l ity for Phase 1 of th e Project t hat i ncludes: City Hall , th e Police Depa rtme nt, and the City Yard/Fleet Buildings. Plans are also co mpleted for Phase 2 of the Project that includes the Fire Stations and Animal Shelter. The contract do c uments p re pared by Guidepost Solutions have been reviewed and approved by the City's Engineering Services Departme nt. 3 City Council Staff Report September 5, 2018 --Page 3 Authorized to Bid Keyless Entry System; CP 14-23 With City Council approval, staff will advertise the Project in the Desert Sun, submit the Notice Inviting Bids to plan rooms\ and provide the bid documents free of charge to prospective bidders. A copy of the contract documents are on file with the Engineering Services Department. The following tentative schedule has been identified for the bid process: Notice Inviting Bids to be posted: Deadline for receipt of bids: Contract awarded by City Council: ENVIRONMENTAL IMPACT: September 6, 2018 3:00 PM, October 4, 2018 November 1, 2018 Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing facilities of both investor and publicly-owned utilities used to provide electric power, natural gas, sewerage, or other public utility services. Therefore, the Keyless Entry System Project, City Project No. 14-23, is considered categorically exempt from CEQA, and a Notice of Exemption has been prepared and filed with the Riverside County Clerk. A copy of the Notice of Exemption is included as Attachment 1. FISCAL IMPACT: A total of $150,000 was previously budgeted through the Measure J Fund to initiate the Project. Phase 1 of this Project includes City Hall, City Yard/Fleet Buildings, and the Police Department, and is estimated to cost $413,400. Phase 2 of this Project includes the Fire Stations and Animal Shelter is estimated to cost $435,380. Staff has identified a total estimated cost of $950,000 for the Project -which was recommended for funding for Fiscal Year 2018/19 by the Measure J Commission, and also identified as the #6 ranked priority project by City staff. 1 A Plan Room is a "library" where construction professionals may view bidding documents (blueprints and specifications) for projects seeking price estimates for specific construction products or services. There are 9 various plan rooms in southern California where the City submits its bid documents to ensure all contractors within the area are aware of the bid solicitation. 4 City Council Staff Report September 5, 2018 --Page 4 Authorized to Bid Keyless Entry System; CP 14-2 3 Staff recommends that the Council authorize soliciting bids for Phase 1. The Project budget and estimated ex penditures are identified in Table 1. Table of Project Costs Amount Measure J Budget FY 13 /14 $150 ,000 Design Services ($58 ,935) Project Administration (through 6/30/18) ($1 1,682) Construction Inspection (Estimated) ($1 0 ,000) Construction Contract ($413,400) Construction Contingency ($41 ,3 40) Additional Budget Required: $385,387 Table 1 As noted in Table 1, an additional budget of approximately $400 ,000 will be necessary to fund Phase 1 of this Project. Staff recommends proceeding with bids fo r Phase 1 to confirm the budget required , and upon receipt of bids , staff wi ll identify recommendations for funding . SUBMITTED: Attachments: 1. CEQA Notice of Exemption 5 Attachment 1 6 NOTICE OF EXEMPTION To: D Office of Planning and Research 1400 Tenth Street, Room 121 Sacramento, CA 95814 Clerk of the Board County of Riverside P.O. Box 751 Riverside. CA 92502-0751 From: City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Project Title: Palm Springs Access Control and Security System Upgrades City project No. 14-23 Project Applicant: City of Palm Springs Project Location (Specific): Various facilities. 1. Animal Shelter located at 481 0 E. Camino Parocela 2. City Hall located at 3200 E. Tahquitz Canyon Way 3. City Yard & Fleet Building located at 425 N. Civic Drive 4. Fire Station No. 1 located at 277 N. Indian Canyon Drive .5. Fire Station No. 21ocated at 300 N. El Cielo Road 6. Fire Station No. 3 located at 590 E. Racquet Club Road 7. Fire Station No. 51ocated at 5800 Bolero Road Project Location (City): City of Palm Springs F I L E D I P 0 S T E D County of Riverside Peter Aldana Assessor-County Clerk-Recorder E-201701654 · 12/27/2017 09:18 AM F~e: $ 50 0 Page 1 37\(iJ 2 9 2018 iilfi r.i.·ll'~ij.~ I IITII'' Project Location (County): Riverside Project Description: The scope of work includes upgrading the existing access control system with a new access control and intrusion detection system at various city facilities. The work consists of installing new access control panels, proximity card readers, 10 badges and access cards, electrified door locksets, alarm contacts, back boxes, conduits and cables. Name of Public Agency Approving Project: City of Palm Springs Name of Person or Agency Carrying Our Project: City of Palm Springs, Engineering Services Department 3200 E. Tahquitz Canyon Way, Palm Springs, CA 92262 Exempt Status: (check one) D Ministerial (Sec. 21080(b) (1); 15268); 0 Declared Emergency (Sec. 21080(b) (3); 15269(a)); D Emergency Project (Sec. 21080(b) (4); 15269 (b)(c)); l8l Categorical Exemption. State type and section number: 15301 Class 1 (f)-Existing Facilities 0 Statutory Exemptions. State code number: Reasons why project is exempt: Class 1 consists of the operation. repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private facilities. Addition of safety protection devices in conjunction with existing facilities. Therefore, the Palm Springs Access Control and Security System Upgrades, City Project No. 14-23, is considered categorically exempt from CEQA. Lead Agency Contact Person: Tom Garcia Area CodefTelephone/Extension: !760l322-8339 If filed by applicant: 1. Attach certified document of exemption finding. Signatur:~ H?ltice zioo ~en filed by t:::ublic 1 ::::::0::provl::l:he ~:j:::i~e~es 0No 181 Signed by Lead Agency 0Signed by Applicant Authority cited: Sections 21083 and 21110, Public Resources Code Date received for filing at OPR: ----- Reference: Sections 21108, 21152, and 21152.1, Public Resources Code.