Report Prepared by: Wally Broughton, Public Works Manager-Operations
Title
SUBJECT: Approval of Contract Change Order with Hoffman Electronic Systems in the Amount of $250, to Upgrade Existing Alarm Monitoring Cellular Communicators from 3G to 4G LTE
REPORT IN BRIEF
Considers approving a contract change order with Hoffman Electronic Systems, in the amount of $250, to upgrade existing cellular communicators from 3G to 4G LTE for electronic monitoring services at city owned-facilities.
RECOMMENDATION
City Council - Adopt a Motion:
A. Approving the contract change order with Hoffman Electronic Systems, in the amount of $250, to upgrade existing cellular communicators from 3G to 4G LTE for electronic monitoring services at City owned-facilities; and,
B. Approving additional change orders not to exceed 10% of the total contract amount; and,
C. Authorizing the City Manager or Deputy City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommend by Staff; or,
2. Approve, subject to other than recommended by Staff; or,
3. Deny; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200 et seq.
Services with an estimated value greater than $34,000.00 are made by written contract in accordance with Merced Municipal Code, Title 3 - Revenue and Finance, Chapter 3.04.
CITY COUNCIL PRIORITIES
As provided for in the Fiscal Year 2021-2022 Adopted Budget.
DISCUSSION
On May 18, 2020, Council approved a two-year contract, with option to extend for three additional one-year periods, with Hoffman Electronic Systems (Hoffman) in the annual amount of $21,012. The scope of services included providing electronic alarm monitoring services at approximately 111-City owned-facilities including, but not limited to: Storm Drain Pump Stations, Sanitary Sewer Lift Stations, Water Well Tanks, Wastewater Treatment Plant Facility, Merced Transportation Center, Ralph Shannon Parcade, Public Works Corporation Yard, Purchasing Facility, Merced Bell Station, Police Stations, Merced Civic Center, Merced Regional Airport, Applegate Zoo, Rossetti-Ed-Zoo-Cation Center, Stephen Leonard and McNamara Recreation Centers, Merced Senior Community Center, and Traffic Signal/Lighting Warehouse.
Due to wireless carrier service changes, existing 3G cellular communicators must be upgraded to 4G no later than February 1, 2022 to remain in service. On July 19, 2021, Council approved a change order with Hoffman in the amount of $14,000 to upgrade 56 cellular communicators at a cost of $250 each. After work commenced, 5 additional sites were identified as needing cellular upgrades and 4 sites were reduced from the original change order. This resulted in a net change of 1 additional site at a cost of $250.
The contract change order has been approved as to form by the City Attorney’s Office (attachment 1). Staff recommends approving the change order, as well as future change orders as needed for sites requiring cellular upgrades.
IMPACT ON CITY RESOURCES
Funding for this change order is available in the Fiscal Year 2021/2022 budget.
ATTACHMENTS
1. Hoffman Change Order