City of Corona
Staff Report
400 S. Vicentia Ave.
Corona, CA 92882
File #: 22-0184
REQUEST FOR CITY COUNCIL ACTION
DATE: 03/02/2022
TO: Honorable Mayor and City Council Members
FROM: Information Technology Department
SUBJECT:
Award of Contract to ADT, Commercial LLC. for the installation of an Access Control and Video Surveillance System as part of the Harrison Shelter Project.
EXECUTIVE SUMMARY:
This action is for the award of Notice Inviting Bids (NIB) 22-036CA to ADT, Commercial LLC for $251,700 for the installation of an access control management and video surveillance system for the Harrison Shelter project under construction.
RECOMMENDED ACTION:
That the City Council:
a. Adopt the Plans and Specifications for the Access Control and Video Surveillance System for the Harrison Shelter Project, Notice Inviting Bids 22-036CA. b. Award Notice Inviting Bids 22-036CA for the Access Control and Video Surveillance System to ADT, Commercial LLC. of Redlands, CA, as the lowest responsive, responsible bidder, for the total not to exceed amount of $251,700 and waive all minor irregularities in the bidding document as submitted by the said bidder.
c. Authorize the City Manager, or his designee, to execute a contract with ADT Commercial, LLC. of Redlands, CA, in the amount of $251,700.
d. Authorize the City Manager, or his designee, to negotiate and execute non-substantive extensions, amendments, and change orders up to 20% or $50,340 of the original contract amount.
e. Authorize the Purchasing Manager to issue a purchase order to ADT Commercial, LLC. of Redlands, CA, in the amount of $251,700.
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File #: 22-0184
f. Authorize the creation of a new Capital Improvement Project titled “Access Control and Video Surveillance System at Harrison Shelter Project.”
g. Authorize an appropriation in the amount of $302,040 from the Dwelling Development Tax Fund 289 to the newly created Capital Improvement Project titled “Access Control and Video Surveillance System at Harrison Shelter Project.”
BACKGROUND & HISTORY:
On June 17, 2020, the City Council adopted the Homeless Strategic Plan (the Plan) with the following vision:
· A comprehensive, five-year roadmap that will be implemented in phases over time; · A document that supports a flexible and scalable system of services that can respond to changing needs, issues, and opportunities;
· Requires a Homeless Solutions Annual Action Plan (HSAAP) that is tied to the annual budget process; and
· The HSAAP includes goals, implementing strategies, and specific milestones that guide each plan implementation phase.
Goal #2 of the Plan is to develop a low-barrier emergency shelter/navigation center system. In support of this goal, on November 18, 2020, the City Council approved a construction contract with J.A. Urban in the amount of $1,001,817 for the Phase I renovation of the Harrison Emergency Shelter/Navigation Center. Phase I costs also included $100,000 for design and construction management, $25,000 for project management, and a 20% contingency of $200,363 for a total project cost of $1,327,180.
During the Phase I construction, it was determined that Phase 2 improvements were needed to enhance the provision of multi-disciplinary services at the Shelter/Navigation Center. One component of phase 2 improvements is a security system.
The Harrison Shelter/Navigation Center will be serving homeless clients living with mental illness, substance abuse issues, posttraumatic stress disorder (PTSD), and other co-occurring diagnoses. The shelter’s existing security system needs to be upgraded to ensure the safety of shelter clients, shelter staff, and the surrounding community.
Accordingly, on June 2, 2021, the City Council directed staff to proceed with cost estimates, develop a Phase 2 scope of work, conduct a contractor bid selection process, and return to City Council with recommendations. This agenda item focuses solely on the security system component (“Project”) of Phase 2. City Council direction for Phase 2 also includes improvements to accommodate our clinic partner, Centro Medico Community Clinic, and a dog-run shelter. In April 2022, staff will return to the City Council with a separate contract award recommendation for these improvements.
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File #: 22-0184
ANALYSIS:
The Information Technology Department issued Notice Inviting Bids (NIB) 22-036CA for this Project.
The bid was advertised pursuant to Public Contract Code and Corona Municipal Code (CMC) Section
3.08.050 public projects formal bidding procedure requirements on November 24, 2021, and posted to the PlanetBids bidding platform. A total of 76 contractors were solicited through PlanetBids, with 22 contractors and 10 bid services companies downloading the bid and contract documents. In turn, the bid service companies notified their clients of the potential bid opportunity, thereby providing additional exposure for the project.
Five contractors attended the mandatory job walk that was held on December 7, 2021. The Engineer’s Estimate for the work is $300,000. The City received one bid, as noted in the table below.
Vendor City Total Bid Amount*
ADT
Commercial, LLC
Redlands $251,700.00
Purchasing staff contacted the four non-bidders that attended the mandatory pre-bid conference to inquire as to why they did not submit a bid and was provided the following responses:
Vendor 1 - Did not realize the substitution request had to be submitted in advance of the bid due date until the requirement was discussed at the job walk; Genea was too slow in providing an equipment quote.
Vendor 2 - Not a manufacturer’s rep for the equipment specified in the bid; lack of prior experience with the Genea and Rhombus systems; did not want to submit a substitution request.
Vendor 3 - Not a certified distributor/installer of the equipment specified in the bid/ unable to provide the specified systems.
Vendor 4 - Small disabled veteran-owned business and only bids smaller projects where they do not compete with major corporations.
Although the City only received one bid, based on the Engineer’s Estimate of $300,000, staff believes the received bid price is reasonable and competitive. The bid document did include product substitution procedures but the non-bidders elected not to pursue this option. Based on the information provided above, it is staff’s opinion there would be little chance to receive additional bids if the project were to be released for bid through a new advertisement process. Additionally, there are long lead times on key components of the security and video system equipment due to supply chain issues and chip availability that could lead to extended delays in completing the work and opening of the shelter.
For the reasons noted above, staff recommends that the City Council award the bid and contract in the amount of $251,700 to ADT Commercial, LLC as the lowest responsive, responsible bidder for the City of Corona Page 3 of 4 Printed on 2/24/2022
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File #: 22-0184
Access Control Management and Video Surveillance System for the Harrison Shelter Project.
FINANCIAL IMPACT:
Approval of the recommended actions will result in an appropriation of $302,040 from the Dwelling Development Tax Fund 289 to a newly created Capital Improvement Project titled “Access Control and Video Surveillance System at Harrison Shelter Project.” Any unspent funds will be returned to Fund Balance at the completion of the project.
Fund 07/01/21 Est.
Fund Balance
Budgeted
Revenues/
Sources
Budgeted
Expenditures/
Uses
Fund Balance
Impacts
06/30/22 Est.
Fund Balance
Dwelling
Development Tax
Fund 289
$550,315 $0 ($248,275) Appropriation
($302,040)
$0
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action merely approves an agreement for the purchase of software licenses that allows virtual access to the City’s computer systems, and there is no possibility that this project will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: KYLE EDGEWORTH, DEPUTY CHIEF INFORMATION OFFICER REVIEWED BY: CHRIS MCMASTERS, CHIEF INFORMATION OFFICER Attachments:
1. Exhibit 1 - Contract
2. Exhibit 2 - Bid Results
3. Exhibit 3 - Notice Inviting Bids 22-036CA
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