Item 4C - MemoItem 4C
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M E M O R A N D U M
November 18, 2025
To: Alison Ortowski, City Manager
From: Lauren LaNeave, Interim Director of Public Works
Subject: Item 4C: Approve the Standard Agreement between Owner and
Contractor with Notification Systems of America, Inc. for the
purchase of equipment, services, and installation of access
control systems for the Municipal Service Center and Public
Safety Training Tower project, in an amount not to exceed
$133,600.
Actions
Requested: Item 4C: Approve the Standard Agreement Between Owner and
Contractor with Notification Systems of America, Inc. for the
purchase of equipment, services, and installation of access control
systems for the Municipal Service Center and Public Safety Training
Tower project, in an amount not to exceed $133,600.
Background
Information: The purpose of this item is to seek City Council approval of the
Standard Agreement Between Owner and Contractor with
Notification Systems of America, Inc. (NSA) for the purchase of
equipment, services, and installation of access control systems for
the Municipal Service Center Project and Public Safety Training
Tower (MSC & PSTT) project. The new facility will be located on a
13-acre site at 1605 Brumlow Avenue and replaces the existing
Public Works Operations facility on East Continental Boulevard.
The Standard Agreement Between Owner and Contractor with
Notification Systems of America, Inc. (NSA) is for the purchase of
equipment, services, and installation of access control systems for
the new MSC & PSTT. Their role provides for the security of the new
facility by installing systems that limit access to only authorized
personnel.
These systems include the card readers located at the doors and
vehicle gates, the video intercoms located at the vehicle gates, and
an add alternate for the provision and installation of intercom
systems at the customer service windows of the administration
Item 4C
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building. The City selected NSA through a Sole Source agreement.
NSA’s total not to exceed amount of $133,600 includes their quote
of $121,419, plus a $12,181 (10%) contingency. The contingency
would only be used for addressing issues that were not anticipated
prior to construction.
Project Background
The new facility will house all Public Works Operations divisions
currently located at the existing facility, including streets, drainage,
water, wastewater, traffic, and environmental services. It will also
consolidate additional operational functions currently located
elsewhere by bringing Southlake Water Utilities Customer Service
and the Facilities Division into a single, purpose-built complex
designed to support long-term operational needs. In addition, the
project will provide a dedicated training facility for the Police and Fire
Departments, including a four-story training tower.
This project will include a two-story administration building of
approximately 17,400 square feet, a 16,200 square foot service bay
building, a four-story 4,200 square foot public safety training tower,
a 5,600 square foot pole barn for covered equipment storage, a fuel
station and comprehensive site improvements.
Construction began in Summer 2025, with completion and
department move-in projected for early 2027.
Financial
Considerations: Funding for Item 4C is available in the Capital Improvements
Program as part of the Southlake Municipal Service Center and
Public Safety Training Tower (MSC & PSTT) project. The total
approved project budget is $46.6 million, funded through a
combination of three sources: the Utility Fund (76.5%), General Fund
(22.6%), and Crime Control and Prevention District Fund (0.9%).
The $46.6 million budget supports all phases of project delivery, from
early planning through construction and closeout. A high-level
summary of the total project budget is provided below:
Table 1. Project Costs / Budget
NSA Project Costs Total ($)
Base Scope $115,219
Add Alternate: Admin Intercom $6,200
Owner Contingency $12,181
TOTAL BUDGET $133,600
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Item 4C represents a key component of the construction phase,
aligns with the approved scope of work and fits within the overall
budget. No additional appropriation is being requested as part of this
action.
Strategic Link: This item links to the City’s Strategy Map strategic focus areas are
Safety & Security and Infrastructure & Development. It specifically
relates to the City’s Corporate Objectives F2: Investing to provide &
maintain high quality public assets and B2: Collaborating with select
partners to implement service solutions.
Citizen Input/
Board Review: While this specific agreement has not been discussed with residents
and does not require other board approval, this project has had
ongoing board and community engagement as follows:
• September 2019 (Neighborhood Meeting) – Staff received
feedback from neighborhood residents on the original concept
plan, which was to be constructed at the current Public Works
Operations Facility (1950 E. Continental Boulevard).
• November 7, 2023 (City Council Work Session) – Project update
given to City Council.
• December 2023 (SPIN Meeting) – Staff received feedback from
neighborhood residents on the current project site (1605 Brumlow
Avenue).
• June 6, 2024 – Site Plan Approval by Planning & Zoning
Commission
• June 18, 2024 – Site Plan Approval by City Council
• April 17, 2025 – Final Plat Approval by Planning & Zoning
Commission
• April 22, 2025 & May 27, 2025 – Discussion and Call to Artist
Review by the Southlake Arts Council for Public Art
Legal
Review: The Standard Agreement Between Owner and Contractor has been
reviewed and approved by the City Attorney.
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Alternatives: The City Council may approve or deny the agreement.
Supporting
Documents:
• Attachment A: Standard Agreement Between Owner and Contractor
with Notification Systems of America, Inc.
• Attachment B: Non-Expiring Sole Source Letter Dated 12-14-2018
Staff
Recommendation: Item 4C: Approve the Standard Agreement Between Owner and
Contractor with Notification Systems of America, Inc. for the
purchase of equipment, services, and installation of access control
systems for the Municipal Service Center and Public Safety Training
Tower project, in an amount not to exceed $133,600.
Staff
Contact: Lauren LaNeave, Interim Director of Public Works
Mamerto A. Estepa, Jr., Project Manager