Loading...
Item 4K-4O - MemoItems 4K — 40 ICITY OF SOUTHLAKE MEMORANDUM (December 5, 2023) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Item 4K: Approve the construction contract award for the Emergency Operations Center Relocation project to Gliden Industries, LLC in an amount not to exceed $753,000. Item 4L: Approve the proposal from Ford Audio -Visual Systems, LLC for the purchase of equipment and services and installation of the audio -video components for the Emergency Operations Center Relocation project, in an amount not to exceed $259,000. Item 4M: Approve the proposals from Presidio Networked Solutions Group, LLC for the purchase of equipment and services and installation of networking equipment and data cabling for the Emergency Operations Relocation project, in an amount not to exceed $68,000. Item 4N: Approve the proposal from GL Seaman & Company for the purchase and installation of pre -manufactured wall systems for the Emergency Operations Center Relocation project, in an amount not to exceed $346,000. Item 40: Approve the proposal from VARI Sales Corporation for the purchase and installation of furniture for the Emergency Operations Center Relocation project, in an amount not to exceed $88,000. Action Requested: Item 4K: Approve the construction contract award for the Emergency Operations Center Relocation project to Gliden Industries, LLC in an amount not to exceed $753,000. Item 4L: Approve the proposal from Ford Audio -Visual Systems, LLC for the purchase of equipment and services and installation of the audio -video components for the Emergency Operations Center Relocation project, in an amount not to exceed $259,000. Page 1 of 6 Item 4K — 40 Item 4M: Approve the proposals from Presidio Networked Solutions Group, LLC for the purchase of equipment and services and installation of networking equipment and data cabling for the Emergency Operations Relocation project, in an amount not to exceed $68,000. Item 4N: Approve the proposal from GL Seaman & Company for the purchase and installation of pre -manufactured wall systems for the Emergency Operations Center Relocation project, in an amount not to exceed $346,000. Item 40: Approve the proposal from VARI Sales Corporation for the purchase and installation of furniture for the Emergency Operations Center Relocation project, in an amount not to exceed $88,000. Background Information: The purpose of Items 4K — 40 is to seek City Council approval of the construction contract with Gliden Industries, LLC and the proposals from Ford Audio -Visual Systems, LLC; Presidio Networked Solutions Group, LLC; GL Seaman & Company; and VARI Sales Corporation that are related to the construction and finish -out of the Emergency Operations Center Relocation (EOC) project. The project involves the construction and finish -out of the City's new EOC on the first floor of DPS Headquarters. The EOC's current location is in the Community Room on the second floor of DPS Headquarters. The current location poses operational challenges and lacks some of the technical and security requirements of an operationally ready EOC. Some of the deficiencies include a lack of controlled access to the EOC and protection from wind-borne debris, windstorms and other hazards. The new EOC is designed to meet the current and possible future operational needs and technical requirements for a functional EOC. The new EOC will be a dedicated EOC facility that occupies 3,300 sq. ft. of unimproved space on the lower level of DPS Headquarters. The space will be in an access -controlled area of the building and is protected from the impacts of severe weather events. It will contain a main EOC, a breakout room, HAM radio room, IT/storage room, and executive conference room. Funding for this project is part of the approved Capital Improvement Program (CIP) budget. Construction Contract The construction contract scope of work generally consists of selective demolition; traditional construction in the break room, executive conference room, HAM radio room, and IT/storage room; modifications to existing mechanical, electrical, plumbing, fire Page 2 of 6 Item 4K — 40 protection systems; and structural modifications to support the operable partitions. Solicitation of proposals for this project began on October 9, 2023, and on November 1, 2023, the City received and opened one sealed proposal as shown below: Offeror Total Monetary Proposal Gliden Industries, LLC $654,000 Staff and its design consultant, TSK, reviewed and scored the sole offeror's proposal under the best value criteria described in the project manual. The evaluation criteria for this proposal included qualifications (35%), capability and capacity to perform the work (35%), budget and fees (15%), and references (15%). The evaluation of the proposal, qualifications and references led to the recommendation of Gliden Industries, LLC for the construction contract award for this project. Staff is requesting approval of the construction contract award in an amount not to exceed $753,000, which includes Gliden Industries' proposal of $654,000 for anticipated work and a $99,000 (15.1 %) contingency for construction expenses that may arise due to unforeseen circumstances. It is anticipated that construction will commence in January 2024 and substantial completion will be reached in May 2024. Audio -Visual The new EOC is designed to provide audio-visual systems that meet the current and potential future needs of the facility. The main EOC space will be equipped with a video wall to monitor multiple data feeds and to communicate information to the EOC team. The main EOC space, breakout room, and executive conference room will be equipped with large, flat panel displays and audio-visual capabilities for web conferencing or sharing from external devices. The City's preferred audio-visual vendor, Ford Audio -Visual Systems, LLC provided a proposal for finishing -out the audio-visual component of the project. Staff is requesting approval of the proposal from Ford Audio -Visual Systems, LLC in an amount not to exceed $259,000, which includes Ford's proposal of $234,556 for anticipated work and a $24,444 (10.4%) contingency for construction expenses that may arise due to unforeseen circumstances. IT/Networking New IT equipment (network switch gear) and data cabling will need to be purchased and installed as part of the IT/networking finish -out of the project. The City's preferred network solutions vendor, Presidio Networked Solutions Group, LLC provided a proposal for this work. Staff is requesting approval of their proposal in an amount Page 3 of 6 Item 4K — 40 not to exceed $68,000, which includes Presidio's proposals of $42,454 (network switch gear) and $18,429 (data cabling) for anticipated work and a $7,117 (11.7%) contingency for construction expenses that may arise due to unforeseen circumstances. Premanufactured Wall Systems During design, staff investigated options to contain costs and to expedite construction of the project. A way to accomplish this was to leverage pricing through Omnia Partners' cooperative purchasing contract, for premanufactured wall systems. Pre -manufactured wall systems include modular wall sections that contain the finished surface, with integrated writing/magnetic surfaces, and the utility conduits embedded in the wall sections; modular panel furring walls that can be placed on traditionally constructed walls, to maintain a consistent aesthetic; and architectural casework. GL Seaman & Company, provided a proposal for this work. Staff is requesting approval of their proposal in an amount not to exceed $346,000, which includes GL Seaman's proposal of $300,152, and a $45,848 (15.3%) contingency for construction expenses that may arise due to unforeseen circumstances. Furniture The EOC is designed to enable flexible configurations for the workstations. The new furniture for the EOC includes electric standing desks with casters, power beams and related equipment for bringing electricity to the desks, task chairs, and break room tables and chairs. VARI Sales Corporation provided a proposal for a furniture solution. Staff is requesting approval of their proposal in an amount not to exceed $88,000, which includes VARI's proposal of $79,985 and an $8,015 (10%) contingency for construction expenses that may arise due to unforeseen circumstances. Budget The project budget is as follows: Engineering, Design & Testing Construction - Gliden Industries LLC - Ford AV - Presidio - GL Seaman & Co. - VARI Cost Total Cost $216,240 $216,240 $753,000 $259,000 $68,000 $346,000 $88,000 $1,564,000 Construction (Minor Finish -out) $75,953 $75,953 Owner Contingency (41.98%) $758,307 $758,307 TOTAL $2,564,500 Page 4 of 6 Item 4K — 40 The anticipated expenditures are within the approved budget for this project. Financial Considerations: Funding for this project was approved in the FY 2023 Capital Improvements Program in the CCPD Fund. Strategic Link: This item links to the City's Strategy Map strategic focus area of Safety and Security and Financial Objective F2: Investing to provide & maintain high quality public assets. It is also included in the 2035 Health and Wellness Plan HW30.3. Citizen Input/ Board Review: HAM radio operators reviewed the project plans and were satisfied with the design. The Crime Control and Prevention District (CCPD) Board approved the expenditures of CCPD funds for the construction contract and finish -out proposals at its December 4, 2023 meeting. Legal Review: The construction contract agreement has been reviewed by the City Attorney. Alternatives: The City Council may approve or deny the contract and proposal approvals. Staff Recommendation: Item 4K: Approve the construction contract award for the Emergency Operations Center Relocation project to Gliden Industries, LLC in an amount not to exceed $753,000. Item 4L: Approve the proposal from Ford Audio -Visual Systems, LLC for the purchase of equipment and services and installation of the audio -video components for the Emergency Operations Center Relocation project, in an amount not to exceed $259,000. Item 4M: Approve the proposals from Presidio Networked Solutions Group, LLC for the purchase of equipment and services and installation of networking equipment and data cabling for the Emergency Operations Relocation project, in an amount not to exceed $68,000. Item 4N: Approve the proposal from GL Seaman & Company for the purchase and installation of pre -manufactured wall systems for the Page 5 of 6 Item 4K — 40 Emergency Operations Center Relocation project, in an amount not to exceed $346,000. Item 40: Approve the proposal from VARI Sales Corporation for the purchase and installation of furniture for the Emergency Operations Center Relocation project, in an amount not to exceed $88,000. Supporting Documents: Attachment A: AIA Dooument A101 — 2017 Standard Form of Agreement between Owner and Contractor Attachment B: AIA Document A201 — 2017 General Conditions of the Contract for Construction Attachment C: Proposal from Ford Audio -Visual Systems dated October 31, 2023 Attachment D: Quote 2003223309050-01 from Presidio Networked Solutions Group, LLC Attachment E: Quote 2003223314779-01 from Presidio Networked Solutions Group, LLC Attachment F: Budgetary Quotation No. 38571757 froma Mobile Communications America Attachment G: Proposal Number 32284 from GL Seaman & Company Attachment H: Quote Q-764461 from VARI Sales Corporation Attachment I: Renderings for the EOC Renovation Staff Contact: Rob Cohen, Director of Public Works Lauren LaNeave, Deputy Director of Public Works Administration Mamerto Estepa Jr, P.E., Project Manager Page 6 of 6