Report to Mayor and City Council
Tuesday, December 05, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 2 TO THE JOHNSON CONTROLS, INC., CONTRACT (C23-083) TO UPGRADE CAMERA SENSOR TYPES TO MULTI-SENSORS WITH ADDED CLOUD STORAGE AND TO COMPRESS THE 1-YEAR INSTALLATION TO 6 MONTHS, AND ADOPTION OF RESOLUTION NO. 23-195, APPROVING THE BUDGET TRANSFER IN FISCAL YEAR 2023-24 IN THE GENERAL BUDGET TO INCREASE THE JOHNSON CONTROLS, INC. CONTRACT BUDGET (CITY COUNCIL)
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I. SUMMARY
On March 21, 2023, City Council awarded a five-year (5) contract to Johnson Controls, Inc. (Contractor), to provide citywide video surveillance and access control systems at City Parks, City Hall, Community Center, and the Corporate Yard at a cost not to exceed $5,165,644.08.
On November 7, 2023, City Council approved Amendment No. 1 (Exhibit No. 5) to increase the contract amount by $686,331.00 to temporarily add CCTV trailers, and mobile marshalls camera units by renting such equipment from Contractor for a period of six (6) months under City’s emergency procedures, which increased the contract sum from $5,165,644.08 to $5,851,975.08.
To further enhance the city’s security platform, Staff is recommending an advancement to the Citywide video surveillance cameras to include multi-sensors instead of single sensors with additional cloud storage. Additionally, given recent crime activity in the Parks, Staff recommends modifying the installation schedule by compressing the one-year (1) installation to a six (6) month timeline.
Therefore, Staff is requesting that the City Council approve Amendment No. 2 (Exhibit No. 1) to upgrade the camera sensor types from single-sensor to multi-sensor cameras with additional cloud storage and to approve the schedule compression of one-year (1) installation to six (6) months, with a projected installation completion date of March 31, 2024.
Approval of Amendment No. 2 will increase the contract amount by $659,861.36, which will increase the contract sum from $5,851,975.08 to $6,511,836.44 and adoption of Resolution No. 23-195 (Exhibit No. 2) will allow budget transfer from Project PW1737 to Project PW1674 in the amount of $659,861.36 to the fiscal year 2023-24 Capital Improvement Program budget to cover Johnson Controls, Inc., cost of camera upgrade with added cloud storage and cost to compress schedule from one-year (1) installation to six (6) months.
Given the dynamic integration of this project and several unforeseen site conditions that require in-the-field adjustments, staff anticipates future amendment(s) to include: 1) additional power poles needed to house cameras in several of the Parks, as only 5 poles were allocated in the original contract award, 2) furnish the internal key management system (key cores) which are needed to properly operate the access control badging system, and 3) enhance the current intrusion alarm system/equipment that will be compatible with the surveillance camera and access control systems.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE Amendment No. 2 to the Agreement with Johnson Controls, Inc. (Exhibit No. 1; the “Amendment”) to increase the contract sum from $5,851,975.08 to $6,511,836.44.
2. ADOPT Resolution No. 23-180, “A Resolution of the Carson City Council approving budget transfer in the fiscal year 2023-24 budget in the General Fund” appropriating $$659,861.36 from Project PW1737 to PW1674 to cover Johnson Controls, Inc. contract.
3. (C23-083).AUTHORIZE the Mayor to execute Amendment No. 2, following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate that is consistent with the requirement of law.
IV. BACKGROUND
City Council awarded a five-year contract to the lowest responsive and responsive bidder Johnson Controls, Inc., to provide citywide video surveillance and access control systems, including monitoring and maintenance of City Parks and Corporate Yard, at a cost not to exceed $5,165,644.08. City Council also authorized the expenditure of construction contingencies in the amount of $774,846.61 (15%) for any unforeseen construction work and other work that may be necessary to complete the project.
Due to increased crime-related activity at various City Parks and City Corporate Yard, staff provided the City Council with an emergency update and request to approve expenditures not yet funded in the Public Safety 23/24 budget. In connection with and pursuant to Section 2611(d) of the City’s Municipal Code, City initiated procurement of temporary CCTV trailers, mobile marshalls, and camera units by renting such equipment from Contractor for a period of six (6) months under City’s emergency procedures, and City and Contractor entered into Amendment No. 1 to formally memorialize and set forth the terms and conditions of Contractor’s provision of such additional equipment after City Council approved Amendment No. 1 on November 7 (Exhibit No. 5). Amendment No. 1 increased the contract amount by $686,331.00 to temporarily add CCTV trailers, mobile marshalls camera units by renting such equipment from Contractor for a period of six (6) months under City’s emergency procedures, which increased the contract sum from $5,165,644.08 to $5,851,975.08. Resolution No. 23-180 (Exhibit No. 5) was also adopted to approve budget transfer from Project PW1737 to Project PW1674 in the amount of $686,331.00 to the fiscal year 2023-24 Capital Improvement Program budget to cover Johnson Controls, Inc., cost for increasing video surveillance. In addition, an application of the $686,331.00 to the $774,846.61 contingency approved by the City Council resulted in $88,515.61 remaining in the approved contingency.
To continue the utmost safety and security of all City facilities, Parks, and City staff members after the six (6) month rental of CCTV trailers, mobile marshalls, and camera units, Staff is recommending an upgrade to the Citywide video surveillance cameras to multi-sensors with additional cloud storage and changes to the schedule by compressing the one-year (1) installation period to six (6) months.
Therefore, Staff is requesting that the City Council approve Amendment No. 2 to upgrade the camera sensor types from single-sensor to multi-sensor cameras with additional cloud storage and to approve the schedule compression of one-year (1) installation to six (6) months, with a projected completion date of March 31, 2024.
Approval of Amendment No. 2 will increase the contract amount by $659,861.36, which will increase the contract sum from $5,851,975.08 to $6,511,836.44 and adoption of Resolution No. 23-195 (Exhibit No. 2) will allow budget transfer from Project PW1737 to Project PW1674 in the amount of $659,861.36 to the fiscal year 2023-24 Capital Improvement Program budget to cover Johnson Controls, Inc., cost of camera upgrade with added cloud storage and cost to compress schedule from one-year (1) installation to six (6) months.
It is important to note that the City has adopted the 2021 Edition of the Standard Specifications for Public Works Construction (“Greenbook”) as part of the original agreement. Under the Greenbook, change orders for the amount contemplated in Amendment No. 2 are permitted without bidding considerations so long as both City and contractor agree.
V. FISCAL IMPACT
If Amendment No. 2 is approved, $659,861.36 will be transferred from Project PW1737 to PW1674, resulting in no net fiscal impact.
VI. EXHIBITS
1. Proposed Amendment No. 2 to contract with Johnson Controls, Inc.
2. Resolution No. 23-195
3. Cost Proposal for upgrading cameras to multi-sensors with added cloud storage
4. Cost Proposal to compress the 1-year installation to 6 months for a completion date of March 31, 2024.
5. November 7th City Council approved Amendment No. 1 to contract No. 23-083 and Resolution No. 23-180
Prepared by: Nora Garcia, Emergency Services Manager