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.
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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
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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
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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
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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
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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
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