Report Prepared by: Chris Yowell, Acting Public Works Manager - Internal Services
Title
SUBJECT: Approval of Third Amendment with Hoffman Electronic Systems for Alarm Monitoring for FY 24/25 in an Additional Amount not to Exceed $25,000, for a Total Contract Amount not to Exceed $139,588
REPORT IN BRIEF
Considers approving a Third Amendment with Hoffman Electronic Systems to extend the term through June 30, 2025, for electronic alarm monitoring services at City-owned facilities.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the Third Amendment with Hoffman Electronic Systems, to extend the contract term through June 30, 2025, for electronic alarm monitoring services at City-owned facilities in the additional amount not to exceed $25,000; and,
B. Authorizing the Finance Officer to make the necessary budget adjustments; and,
C. Authorizing the 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 $37,000.00 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 2024-2025 Proposed 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.
The First Amendment was entered into on March 30, 2022, to extend the contract term through June 30, 2023, and the Second Amendment was entered into on April 3, 2023, to extend the contract term through June 30, 2024, both for a not to exceed annual amount of $21,012 for contract monitoring services. Throughout the contract term, four change orders were also entered into for various upgrades and equipment installation, including the conversion of obsolete 3G cellular communicators to 4G, installation of new panels/keypads, motion sensors, etc., for a combined amount of $30,540.
The Third Amendment increases the annual amount to $25,000 for Fiscal Year 2024/2025 to include additional locations, such as the Merced Regional Airport, as well as extends the contract term through June 30, 2025. This will be the final contract term extension allowed by the original agreement.
The Third Amendment has been approved as to form by the City Attorney’s Office (attachment 1). Staff recommends approving the amendment to continue monitoring services through FY 2024/2025.
IMPACT ON CITY RESOURCES
Funding for this amendment has been included in the Fiscal Year 2024/2025 proposed budget.
ATTACHMENTS
1. Third Amendment
2. Original Agreement
3. Previous Change Orders and Amendments