Report to Mayor and City Council
Tuesday, September 17, 2024
Consent
SUBJECT:
Title
CONSIDER AWARDING A PUBLIC WORKS AGREEMENT TO JOHNSON CONTROLS, INC., FOR INSTALLATION SERVICES OF SPECIALIZED AUDIO-VISUAL SYSTEMS FOR CAPITAL IMPROVEMENT PROJECT PW 1731: CITY HALL BASEMENT/EMERGENCY OPERATIONS CENTER RENOVATION (CITY COUNCIL)
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I. SUMMARY
The current Emergency Operations Center (EOC) is outdated and lacks the essential equipment recommended by the Federal Emergency Management Agency (FEMA) and the California Office of Emergency Services (CalOES), affecting the City’s ability to respond effectively to emergencies. To address this issue, the City has invested in the upgrade of the EOC. This investment aims to equip the EOC with modern and adequate resources to fulfill its crucial role during emergencies. As a result, the City has designed a state-of-the art EOC and has purchased the necessary materials and equipment. This agreement is specifically for the installation of the A/V equipment.
On August 7, 2024, an Invitation For Bids (IFB) (Exhibit No. 2) was released via Planet Bids for qualified firms to submit proposals to provide professional installation of specialized materials and audio-visual equipment as needed in the Emergency Operations Center (EOC), as part of Capital Project PW 1731: City Hall Basement/Emergency Operations Center Renovation. The City received one (1) bid proposal (Exhibit No. 3).
After reviewing and evaluating the proposal, Staff determined that Johnson Controls, Inc., is a suitable candidate with the required licenses/certifications for the installation of the specialized materials and audio-visual equipment as needed in the Emergency Operations Center. Accordingly, Staff recommends that Johnson Controls, Inc., be awarded the proposed contract at a not-to-exceed contract sum of $369,938.51, with installation to be completed within one year. Thereafter, maintenance services will be provided for a period of five years (Exhibit No. 1).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE the proposed Public Works Agreement with Johnson Controls, Inc., for the installation of specialized materials and audio-visual equipment as needed in the Emergency Operations Center (EOC), as part of Capital Improvement Project PW 1731: City Hall Basement/Emergency Operations Center Renovation, for a not-to-exceed contract sum of $369,938.51 (Exhibit No. 1).
2. AUTHORIZE the Mayor to execute the Agreement, following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, subject to compliance with applicable law.
IV. BACKGROUND
The City of Carson was awarded American Rescue Plan Act funding to support various projects, one of which is the basement renovation including the Emergency Operation Center (EOC), as well as administrative office space for the Public Safety & Emergency Services (PS/ES) and the Information Technology & Security (ITS) Departments.
Recognizing the critical role these areas play in emergency coordination, the City has prioritized improvements to the basement facilities. The EOC is essential for supporting emergency response, business continuity, and crisis communication efforts. When activated, it serves as a centralized command and control center where various regional agencies can collaborate on fire safety, law enforcement, emergency medical services, and public information dissemination for the community. Additionally, when not in use for emergencies, the EOC will function as a training facility focused on emergency preparedness.
The existing systems and audio-visual capabilities require upgrades due to their age, frequency of use, and advancements in technology. Once the renovations are completed, the facility will be equipped to better prepare for, respond to, and recover from both natural and man-made disasters.
Staff developed a detailed design-build plan, to include a list of specialized materials needed for the installation of state-of-the-art technology. This technology will enhance the viewing of visual information, data, and video feeds, improving the current systems in use. On August 6, 2024, Staff recommended, and City Council approved the purchase of these specialized materials from the Johnson Controls Bill of Materials and awarded a five-year equipment service agreement.
The equipment manufacturers require all installations of their equipment and systems to be performed by a licensed/certified partner. Additionally, a CTS-I and CTS-D certified employee will be required to maintain the warranty status. Any equipment installation or service provided by an unauthorized party will void the equipment warranty. Therefore, on August 7, 2024, an Invitation For Bids (IFB) was released via Planet Bids for qualified firms to submit proposals to provide professional installation of specialized materials and audio-visual equipment as needed. The IFB closed successfully on August 29, 20224 at 11:00 am with one (1) bid submittal from Johnson Controls, Inc.
Following a review of their proposal, Staff determined that Johnson Controls, Inc., is a suitable candidate with the required licenses/certifications for the installation of the specialized materials and audio-visual equipment as needed in the Emergency Operations Center. Accordingly, staff recommends that Johnson Controls, Inc., be awarded the proposed contract at a not-to-exceed contract sum of $369,938.51 (Exhibit No. 1).
V. FISCAL IMPACT
If the Agreement is approved, the total cost of $369.938.51 will be paid out of 101-99-999-904-6004 PW 1731 Basement/Emergency Operation Center Renovation account, resulting in no fiscal impact.
VI. EXHIBITS
1. Agreement with Johnson Controls, Inc. (pgs.4-44)
2. IFB 24-22: EOC AVS installation (pgs.45-57)
3. Johnson Controls EOC AVS Installation Proposal (pgs.58-97)
Prepared by: Nora Garcia, Emergency Services Manager