CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
4/22/2024
1 SUBJECT:
Adopt a Resolution to Approve a Construction Services Agreement with HFS Systems for installation of the Civic Center Alarm System
RECOMMENDED ACTION:
Adopt a Resolution to Approve a Construction Services Agreement with HFS Systems for installation of the Civic Center Alarm System in the amount of $78,795 with a $9,000 (~11%) contingency for a Total Budget Authority of $87,795.
STAFF CONTACT:
Lisa Petersen, P.E., Director of Public Works
650-738-3770
[email protected]
BACKGROUND/DISCUSSION:
During the March 25, 2024, City Council meeting, the Council considered the budget requests in the Mid-Year Budget Report that included Budget Amendment Forms that detailed these requests. One of these requests was for the installation of an alarm system at the new Civic Center Campus. The alarm is necessary for security at the City Hall and P&E Buildings and grounds on the Civic Center Campus (Campus) and includes motion sensors, cameras, card readers and manual locks. As part of the Mid-Year request, the Council approved necessary funds for the alarm system at the new Campus.
The alarm system to be provided is a standard system that is used currently for public buildings and has been reviewed by the City’s Police Department. Related to the alarm components, the system includes door contacts, interior motion sensors, interior cameras (for entrances only) and exterior cameras on the corners of the buildings. The cameras will have 120-day cloud-backup. Entry doors will have card readers at both City Hall and the P&E building. A separate security entrance is also required for the IT room in City Hall. All doors (interior and exterior) will have a key lock.
Due to the urgency of getting the alarm system installed prior to the buildings being occupied, staff reached out to three companies in the area that can provide the needed system and requested a bid for the work. The following written bids were received:
HFS Systems -$78,795
First Alarm - $80,382
SecureCom- $85,169
Pacifica City Council 2
April 22, 2024
The project low bid came from HFS systems for $78,795. Staff is requesting $9,000 (~11%) for contingency for a total budget authority of $87,795. References related to HFS have been checked and HFS is considered qualified to complete this work.
The City Manager recommends the City Council adopt a Resolution to approve the Construction Services Agreement with HFS Systems for installation of the Civic Center Alarm System in the amount of $78,795 with a $9,000 (~11%) for a Total Budget Authority of $87,795.
ALTERNATIVE ACTION:
Deny the agreement and give staff alternative direction. This is not recommended as the alarm system is necessary for completion of the Civic Center Campus buildings and will secure the buildings and grounds.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Improve and steward City infrastructure, and facilities: Addition of the alarm system will secure the Civic Center Campus and allow staff to move into the new facility.
FISCAL IMPACT:
During Mid-Year Budget Adoption, Council approved $88,000 towards the Civic Center Alarm System from General Capital Improvement Fund Balance (Fund 22).
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Attachment 1_Agreement_HFS (Howell Electric)_Civic Center Campus Alarm_20240409 (PDF)
Pacifica City Council 3
April 22, 2024
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA TO APPROVE THE
CONSTRUCTION SERVICES AGREEMENT WTH HFS SYSTEMS FOR INSTALLATION OF THE CIVIC CENTER ALARM SYSTEM IN THE AMOUNT OF $78,795 WITH A $9,000 (~11%) CONTINGENCY FOR A TOTAL BUDGET AUTHORITY OF $87,795.
WHEREAS, the City of Pacifica is finalizing the Civic Center Campus Project; and WHEREAS, the Civic Center Campus needs an alarm system to be complete; and WHEREAS, HFS Systems was the low bid for the alarm system and is considered qualified to complete the work.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to approve the Construction Services Agreement with HFS Systems for installation of the Civic Center Alarm System in the amount of $78,795 with a $9,000 (~11%) for a Total Budget Authority of $87,795.
• • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 22nd day of April, 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney