Agenda Report
January 9, 2023
TO: Honorable Mayor and City Council
FROM: Department of Information Technology
SUBJECT: AUTHORIZATION TO ENTER INTO A CONTRACT WITH AMERICAN
POWER SYSTEMS LLC FOR THE REMOVAL AND REPLACEMENT
OF DC POWER EQUIPMENT AT THREE PUBLIC SAFETY RADIO
COMMUNICATIONS SITES FOR AN AMOUNT NOT-TO-EXCEED
$360,175
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed contract is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b )(3), the "common sense" provision that CEQA only applies to projects that may have an effect on the environment; and
2. Accept the bid dated October 31,2022 submitted by American Power Systems LLC in response to specifications for removal and replacement of DC power batteries and associated equipment; reject all other bids; and authorize the City Manager to enter into a contractnot-to-exceed of $360,175, which includes the base contract amount of $327,431 and a ten-percent contingency to p~ovide for any necessary change orders.
BACKGROUND:
On December 8, 2008, City Council authorized the purchase of a radio system to replace the City's aging radio communications infrastructure to enable reliable mission critical radio services for both public safety and public services, including the Police, Fire, Water and Power, Public Works, Transportation, and Public Health Departments.
The infrastructure portion of the systems was designed to be powered by DC battery power so that the sites would continue to operate seamlessly during a power outage.
The expected life of the batteries purchased in 2008 is ten to twelve years. With the system now in place for fourteen years, the batteries have reached end-of-life and need MEETING OF Ol /09 / 202 3 AGENDA ITEM NO. __ 4 __ _
Contract Award for Radio Infrastructure DC Power Battery Replacement January 9, 2023
to be replaced. The Department of Information Technology prepared plans and specifications for this project. Bids were requested and received in accordance with Section 4.08.070 of the Pasadena Municipal Code. On September 29, 2022, a Notice Inviting Bids for DC Power Battery Replacement was published in the local paper and posted on PlanetBids. A total of 40 vendors downloaded the specifications, of which 19 were local. Three vendors attended a mandatory site walk on October 5, 2022. One bid was received by the bid opening date.
Following advertising, one bid was received on October 31, 2022, as follows:
Bidder Amount
1. American Power Systems LLC, Kent, WA $327,431
Due to receiving only one qualifying bid, staff reached out to other agencies that have conducted similar work and confirmed the bid amount is comparable.
It is recommended that American Power Systems Electric LLC be awarded the contract for this project as they are the lowest responsive and responsible bidder. Staff has confirmed the contractor's license, their Department of Industrial Relations status is in good standing, and they received favorable reference checks from other agencies.
American Power Systems has been in business since 1994 and has experienced DC power specialists, who have a full understanding of industry requirements and standards in order to perform the services safely and quickly. American Power Systems also has similar experience with other area cities, including Glendale, Burbank, and Montebello.
The contract for this project will be set as follows:
Base Bid
Contingency Allowance ( 10%)
Contract Not-to-Exceed Amount
$327,431
$ 32,744
$360,175
A contingency of ten percent is allocated to this contract given possible unforeseen conditions that may be encountered. It is anticipated that the project will begin in January 2023 and will take approximately eight months to complete.
Currently, there are no active contracts with American Power Systems Electric LLC.
COUNCIL POLICY CONSIDERATION:
This action supports the City Council's strategic goal to ensure public safety by maintaining critical radio communications infrastructure that is used by the City.
Contract Award for Radio Infrastructure DC Power Battery Replacement January 9, 2023
ENVIRONMENTAL ANALYSIS:
The proposed contract is exempt from CEQA per section 15061(b) (3), the "common sense" provision of CEQA (formerly the general rule), which applies to projects which may have the potential for causing a significant effect on the environment. The proposed action will not result in any new development or physical changes.
FISCAL IMPACT:
The maximum cost of the proposed action is $360, 175. Funding for this action will be addressed by the utilization of existing budgeted appropriations of $186,954 in Capital Improvement Program project #71166 (Radio Communication Equipment Upgrade and Replacement) and the remaining amount from Capital Improvement Program project #71165 (DolT Equipment Lifecycle Replacement FY 2020 - FY 2024). It is anticipated that $240,554 will be spent in FY 2023 with the remainder spent in FY 2024. There are no indirect or support costs anticipated as a result of this contract award.
Prepared by:
Xl)( KEN~TH-GURWELL
IT Supervisor
Department of Information Technology
Approved by:
~J~ Ml MARQUEZ
City Manager
Respectfully submitted,
7>~-0~
PHILLIP LEC°iAIR
Chief Information Officer
Department of Information Technology