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Home My WebLink AboutAGENDA REPORT 2023 1004 CCSA REG ITEM 10FCITY OF MOORPARK, CALIFORNIA City Council Meeting of October 4, 2023 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. F. Consider Amendment No. 1 to Agreement with Dial Security to amend the not-to- exceed amount to $61,307.00 associated with for Installation of Intrusion Detection and Fire Alarm Monitoring Systems for New City Hall Tenant Improvements at 323 Science Drive. Staff Recommendation: Approve Amendment No. 1 to Agreement with Dial Security for Installation of Intrusion Detection, Fire Alarm Monitoring, and Humidity Sensors in the amount of $2,242.50, for a total not-to-exceed amount of $61,307.00, and authorize the City Manager to execute the agreement, subject to final language approval of the City Manager. (Staff: Jessica Sandifer, Deputy Parks and Recreation Director) Item: 10.F. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jessica Sandifer, Deputy Parks and Recreation Director DATE: 10/04/2023 Regular Meeting SUBJECT: Consider Amendment No. 1 to Agreement with Dial Security to amend the not-to-exceed amount to $61,307.00 associated with Installation of Intrusion Detection and Fire Alarm Monitoring Systems for New City Hall Tenant Improvements at 323 Science Drive BACKGROUND In October 2021, the City Council authorized the purchase of 323 Science Drive as the location for a new City Hall. Escrow closed in February 2022, and on February 16, 2022, the City Council approved an Agreement with SVA Architects, Inc. (SVA) for Architectural Design Services for the Tenant Improvements. SVA completed the project documents, and the project went out to bid in June 2023. In August 2023, the City Council awarded an Agreement to Monet Construction, Inc. for the project. As noted in the August staff report, the project includes several owner-furnished / owner-installed items that the City needs to purchase and pay for separately from the construction project. On September 6, 2023, the City Council approved an agreement with Dial Security for installation of intrusion detection, humidity sensors and fire alarm monitoring systems for the New City Hall. DISCUSSION After the City Council approval of the initial agreement with Dial Security, it was determined that the costs for preparation of plans for submittal to the Ventura County Fire Department for approval of the fire alarm monitoring system had been inadvertently left out of the agreement. Staff is requesting approval of Amendment No. 1 to the agreement to include these services. Since the cost of the work already exceeds the City Manager’s signing authority, staff has prepared an Amendment with Dial Security for approval by the City Council. Item: 10.F. 110 Honorable City Council 10/04/2023 Regular Meeting Page 2 ENVIRONMENTAL DETERMINATION This action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines. Therefore, no further environmental review is required. FISCAL IMPACT Installation of the monitoring system was included in the original project budget. The cost to draft the plans for Ventura County Fire Department permitting was not included, that amount is $2,242.50. This makes the total of the agreement with Dial Security $61,306.50. Sufficient funds are budgeted in Fiscal Year 2023/24 City Hall Tenant Improvement Project (C0070) to cover these costs. COUNCIL GOAL COMPLIANCE This action is consistent with City Council, Goal 3, Objective 3.9: “New City Hall Tenant Improvements and Move.” STAFF RECOMMENDATION Approve Amendment No. 1 to Agreement with Dial Security for Installation of Intrusion Detection, Fire Alarm Monitoring, and Humidity Sensors in the amount of $2,242.50, for a total not-to-exceed amount of $61,307.00, and authorize the City Manager to execute the agreement, subject to final language approval of the City Manager. Attachment: Amendment No. 1 to Agreement with Dial Security 111 AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND DIAL SECURITY FOR FIRE ALARM SYSTEM, HUMIDITY SENSOR, AND INTRUSION DETECTION SYSTEM UPGRADE AND INSTALLATION SERVICES AT 323 SCIENCE DRIVE This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Dial Security, a corporation (“Contractor”), for Fire Alarm System, Humidity Sensor, and Intrusion Detection System Upgrade and Installation Services (“Agreement”), is made and entered into on ______________________________. RECITALS WHEREAS, on September 19, 2023 the City and Contractor entered into an Agreement to have the Contractor provide Fire Alarm System, Humidity Sensor, and Intrusion Detection System Upgrade and Installation Services; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from fifty-nine thousand sixty-four dollars ($59,064) by a value of two thousand two hundred forty-two dollars and fifty cents ($2,242.50) for a total contract value of sixty-one thousand three hundred six dollars and fifty cents ($61,306.50), and document said agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 2, SCOPE OF SERVICES, is amended by replacing the first two paragraphs in this section in their entirety as follows: “City does hereby retain Contractor, as an independent contractor, in a contractual capacity to provide fire alarm system and intrusion detection system upgrade and installation services, as set forth in Exhibit C, Exhibit D, and Exhibit E. In the event there is a conflict between the provisions of Exhibit C, Exhibit D, Exhibit E, and this Agreement, the language contained in this Agreement shall take precedence. This Agreement only relates to installation and upgrade of the systems identified in Exhibit C, Exhibit D, and Exhibit E, and not to monitoring or ongoing services of such systems. Compensation for the services to be performed by Contractor shall be in accordance with Exhibit C, Exhibit D, and Exhibit E. Compensation shall not exceed the rates or total contract value of sixty-one thousand three hundred six dollars and fifty cents ($61,306.50) without a written amendment to the agreement executed by both parties. Payment by City to Contractor shall be in accordance with the provisions of this Agreement.” ATTACHMENT 112 Amendment No. 1 to Agreement between City of Moorpark and Dial Security Page 2 II.Section 5, PAYMENT, is amended by replacing the second paragraph in this section in its entirety as follows: “The City agrees to pay Contractor monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit C, Exhibit D, and Exhibit E, based upon actual time spent on the above tasks. This amount shall not exceed sixty-one thousand three hundred six dollars and fifty cents ($61,306.50) for the total term of the Agreement unless additional payment is approved as provided in this Agreement.” III.Remaining Provisions: Except as revised by this Amendment No. 1, all of the provisions of the Agreement shall remain in full force and effect. In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK DIAL SECURITY _______________________________ _______________________________ Troy Brown City Manager Melissa Dundas Electronic Security Manager Attest: _______________________________ Ky Spangler City Clerk 113 Proposal Date: August 18, 2023 Customer: City of Moorpark Site: 323 Science Drive, Moorpark, CA 93021 Proposal Type: Fire Detection | Commercial Fire Detection System Equipment Schedule Quantity Description 1 DMP XR Series Fire Alarm Control Panel w/ 1 LTE Cellular Communicator 1 32-Character Remote LCD Annunciator w/ Backbox 2 10 AMP NAC Remote Power Supply 5 Photoelectric Smoke Detector 1 Single Circuit Fixed Temperature Heat Detector 13 Ceiling Mounted Red Horn Strobe 36 Ceiling Mounted Red Strobe 49 Ceiling Mounted Device Red Backbox 3 Pull Station 3 Relay 19 Monitor Module 1 Red Document Cabinet w/ Lock LOT Integration of Customer Provided Duct Detectors, Flow & Tamper Switches LOT 14/2 & 18/4 Red Cable LOT Conduit & Fittings LOT Labor and Installation Scope of Work: Dial Security is to install the above listed fire detection system. All work is to be completed during normal business hours. Pricing Schedule: Lease Item Price Installation of the Above Listed System: $40,325.00 Monthly Lease, Monitoring Services, Cellular Data Plan, Service & Repair: $223.00/month Estimated Drafting & Permit Fees Estimated Fees for Plan Drafting & Printing: Estimated Fees for Permit & Plan Review Process for Ventura County: $2,242.50 $874.00 Lease Provisions •Service calls and maintenance of system is included in the above listed monthly fee. •Equipment that fails due to normal wear and tear is covered. •Damages caused by vandalism or Acts of God are not included. •Dial will maintain the integrity of the system to that of which it was installed for the duration of the lease. Caveats: •Communication path for monitoring is based upon available cellular signal. Should a signal not be available, an alternate communication path may be required. •Should any circumstances prevent the normal flow of work, additional labor charges may apply for lost time of installation. 760 West Ventura Blvd. Camarillo, CA 93010 Tel: (805) 389-6700 Fax: (805) 383-3401 www.dial-comm.com EXHIBIT E 114