TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Katherine Doherty, City Engineer
Marzena Laskowska, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 1 to the Professional Services Agreement with Triad Consulting and System Design Group for Additional Services for the City Facility Security Camera Project in the Amount of $45,435 (Public Works Director Lee).
ADOPT RESOLUTION NO. 22-0078
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt Resolution No. 22-0078 approving Amendment No. 1 to the Professional Services Agreement with Triad Consulting and System Design Group for additional services for the City Facility Security Camera Project at a cost Not-to-Exceed $45,435.
FISCAL IMPLICATIONS:
The original contract amount for the City Facility Security Cameras assessment was $41,000. The additional services to be rendered under Amendment No. 1 will increase the contract amount by $45,435 for a total not to exceed $86,435. Sufficient funding exists for this amendment as part of the City Facility Security Cameras Project budget within the Capital Improvement Program Fund. There are no additional fiscal implications at this time.
BACKGROUND:
The City’s Safety Committee evaluated options to enhance safety and security of employees at City Hall and other facilities. The committee brought their updates on the existing and proposed safety and security measures to City Council on January 7, 2020.
In August 2020, Public Works issued a Request for Proposals (RFP) to enlist the aid of a Professional Services Security Consultant to help in evaluating and making recommendations related to the City’s use of video surveillance for seven City facilities including City Hall, Police Department Headquarters, Fire Department Station 1, Public Works Yard, Joslyn Community Center, Live Oak Park, and Manhattan Heights Community Center. Triad Consulting and System Design Group was selected.
In February 2021, the City finalized an agreement with Triad Consulting and System Design Group to perform services for the City Facility Security Cameras Project in the amount of $41,000 with an agreement term end of December 30, 2022. Services included the assessment of the existing City video surveillance program and recommendations for equipment, cameras, camera placement, installation standards, and recorded video storage for the seven identified City facilities. Triad Consulting also provided operational and physical security findings and recommendations, along with electronic security recommendations that will assist the City in achieving industry best practices and provide direction and guidance regarding short-term security improvements.
In March 2022, Triad Consulting and System Design Group completed its work and provided recommendations to the City along with rough order magnitude (ROM) cost estimates. The cost estimates for the video surveillance equipment and systems were broken down into three phases. The Phase 1 ROM estimate includes equipment and camera locations that will allow a view of the exterior public entrance(s) to the facilities. Phase 2 ROM estimates were developed for interior cameras within each facility. Phase 3 ROM estimates were developed for additional exterior cameras for each facility.
DISCUSSION:
Amendment No. 1 will provide additional services including construction documents, bid assistance, and construction administration. The construction documents will consist of plans, specifications, and updated cost estimates for Phase 1, Phase 2, and Phase 3 of the video surveillance upgrades at the identified City facilities. The bid assistance and construction administration will be inclusive only of Phase 1 of the video surveillance upgrades construction documents. To complete these additional services, Amendment No. 1 will also extend the term of the agreement to June 30, 2024.
Following approval of Amendment No. 1, the anticipated schedule milestones for Phase 1 of the Project are as follows:
• Resume Design June 2022
• City Plan Check November 2022
• Bidding February 2023
• Project Award June 2023
• Construction Start Summer 2023
• Construction End Winter 2024
PUBLIC OUTREACH:
Staff has determined that community public outreach is not required at this time. Prior to bringing a recommendation for the Project Award to the City Council, the construction documents will be reviewed to determine if any exterior cameras have the potential for capturing video footage of private property. If that circumstance exists, outreach with the affected property owner(s) will occur.
ENVIRONMENTAL REVIEW:
The awarding of this contract has been determined to be exempt from CEQA pursuant to State CEQA Guidelines Section 15061(b)(3), the common sense exemption (formerly the “general rule”) that CEQA applies only to projects which 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 can have a significant effect on the environment, the activity is not subject to CEQA, as is the case with the awarding of this contract for additional design services for the City Facility Security Camera project.”
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 22-0078
2. Amendment No. 1 - Triad Consulting and System Design Group
3. Agreement - Triad Consulting and System Design Group
4. Location Map
5. Budget and Expenditure Summary Report