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Finance Committee

Meeting Date:	01/14/2020
FROM:	Bill Gallardo

Subject:

Construction Contract for Civic Center Security System Improvement Project No. 7954

RECOMMENDATION

Award a construction contract to PeopleSpace for $178,649.50 for the installation of glass demountable walls and doors; and
Authorize City Engineer to approve change orders up to 10% of the contract amount.

BACKGROUND/DISCUSSION

At the June 18, 2019 City Council meeting, the City Council approved an agreement with Calabrese Architect to prepare design development drawings for the Civic Center Security System Improvement Project No. 7954 (Security Project).

The scope of the project includes the installation of a number of doors behind the public counters to close off open aisles in order to prevent unauthorized public access to the “back-of-house.” In addition, the project would also install a glass partition wall from the 3rd floor lobby area to the Executive Conference Room to isolate a path that will be used for after-hour access to the Executive Conference Room for meetings, such as City Council Closed and Study Sessions. Finally, in an effort to free up additional space for employee workstations and to make practical use of public counter space, the project will also add additional walls to close the Economic Development counter, relocate Administrative Services counter staff to the current Community Services public counter area and add a wall to close off the vacated Administrative Services counter.

In working with the architect and staff, it was determined that the most feasible and efficient way to achieve the project scope was to utilize the "turnkey" services from PeopleSpace to install the demountable walls and doors. Staff recommends awarding a sole source contact for this work to PeopleSpace for continuity and to provide seamless coordination with the pending Civic Center 3rd Floor Furniture Remodel project since PeopleSpace is also the approved vendor for that project. Staff will be working directly with a separate division within PeopleSpace that specializes in demountable walls, doors and hardware that is specifically needed for the Security Project.

There are other components to the Security Project that are not part of this item. For informational purposes, the Director of Public Works will review bids and execute contracts for the installation of electronic access control components and for any other incidental items required for the overall Security Project. Since each of these projects is not expected to exceed $60,000, the Director of Public Works can execute contracts within his contract approval authority provided under the City's Purchasing Ordinance.

The overall Security Project is estimated to cost approximately $259,000 ($178,649.50 for walls and doors, $60,000 for access control and $20,000 for incidentals). Any workstation reconfigurations at the public counters or construction of private offices are not included in these costs.

SUMMARY/FISCAL IMPACT

There are sufficient funds in Capital Improvement Program Project No. 7954 to fund the proposed scope of services. The approved CIP project budget of $600,000 is funded by the Fixed Asset Replacement Program. There will be no General Fund impact.

RESPECTFULLY SUBMITTED

William Gallardo, City Manager
Prepared by: Michael Ho, P.E., Deputy Director of Public Works / City Engineer
Concurrence: Tony Olmos, P.E., Director of Public Works

Attachments
PeopleSpace Proposal
Agreement