Report to Mayor and City Council
Tuesday, November 07, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 1 WITH JOHNSON CONTROLS, INC., (C23-083) TO INCREASE VIDEO SURVEILLANCE FOR THE SAFETY AND SECURITY OF CITY FACILITIES DURING NON-BUSINESS HOURS AND ADOPTION OF RESOLUTION NO. 23-180, 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 contract to Johnson Controls, Inc. (Contractor), 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. The project is in the early stages, unable to provide the much-needed video surveillance for the safety and security of City Parks and Corporate Yard.
City has recently experienced increased crime and therefore is in need of immediately increased security and video surveillance measures to improve the safety and security of City facilities and City staff members at various City parks and Corporate Yard. In connection therewith and pursuant to Section 2611(d) of the City’s Municipal Code, City has 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 now City and Contractor seek to enter into this Amendment to formally memorialize and set forth the terms and conditions of Contractor’s provision of such additional equipment.
Staff is requesting that City Council approve Amendment No. 1 (Exhibit No. 1) to increase the contract amount by $686,331.00 to temporarily add 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, which will increase the contract sum from $5,165,644.08 to $5,851,975.08, and adopt Resolution No. 23-180 (Exhibit No. 2) 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.
II. RECOMMENDATION
Recommendation
Take the following actions:
1. APPROVE Amendment No. 1 to the Agreement with Johnson Controls, Inc. (Exhibit No. 1; the “Amendment”) to increase the contract sum from $5,165,644.08 to $5,851,975.08.
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 $686,331.00 from Project PW1737 to PW1674 to cover Johnson Controls, Inc. contract (C23-083).
3. AUTHORIZE the Mayor to execute Amendment No. 1, 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 urgent update and request to approve expenditures not yet funded in the Public Safety 23/24 budget. In connection therewith and pursuant to Section 2611(d) of the City’s Municipal Code, City has 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 now City and Contractor seek to enter into this Amendment to formally memorialize and set forth the terms and conditions of Contractor’s provision of such additional equipment.
Staff is requesting that City Council approve Amendment No. 1 (Exhibit No. 1) to increase the contract amount by $686,331.00 to temporarily add 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, which will increase the contract sum from $5,165,644.08 to $5,851,975.08, and adopt Resolution No. 23-180 (Exhibit No. 2) 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.
Application of the $686,331.00 to the $774,846.61 contingency approved by the City Council results in $88,515.61 remaining in the approved contingency.
V. FISCAL IMPACT
If Amendment No.1 is approved, $686,331.00 will be transferred from Project PW1737 to PW1674, resulting in no net fiscal impact.
VI. EXHIBITS
1. Proposed Amendment No. 1 to contract No. 23-083
2. Resolution No. 23-180
3. Cost Proposal for increased video surveillance at City Parks and City Corporate Yard
Prepared by: Nora Garcia, Emergency Services Manager