Report Prepared by: Charles Slagter, WWTP Operations Supervisor
Title
SUBJECT: Approval of Contract Change Order #4 with Hoffman Electronic Systems in the Amount of $1,795, to Purchase Wireless Motion Sensors for the Upgraded Alarm Monitoring System at the Wastewater Treatment Facility for a Total Contract Amount of $72,564
REPORT IN BRIEF
Considers approving a fourth contract change order with Hoffman Electronic Systems, in the amount of $1,795, to purchase wireless motion sensors for the upgraded alarm monitoring system at the Wastewater Treatment Facility for a total contract amount of $72,564.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the fourth contract change order with Hoffman Electronic Systems, in the amount of $1,795, to upgrade the existing alarm monitoring system at the Wastewater Treatment Facility for a total contract amount of $72,564; and,
B. Approving future contract change orders up to 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 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 2021-22 Adopted Budget.
DISCUSSION
An extensive overhaul to the alarm system at the Wastewater Treatment Facility (WWTF) was completed several weeks ago; however, the initial inventory of the existing alarm system that was used to generate the original estimate did not include several motion detectors and miscellaneous equipment that are in the new WWTF lab building. The existing motion detectors in the lab are not compatible with the newly installed alarm system installed by Hoffman. This change order will finalize the alarm system upgrade.
This will be the fourth change order to the Hoffman contract and will add $1,795 to the contract, bringing the total Hoffman contract to $72,564 for alarm monitoring services and upgrades City-wide for the period of July 1, 2020 through June 30, 2022.
History and Past Actions
May 18, 2020, Council approved a two-year contract, in the amount not to exceed $21,012 annually, with Hoffman for electronic monitoring services at City-owned facilities, with the option to extend for three additional one-year periods.
July 19, 2021, Council approved Change Order No. 1 in the amount of $14,000 to upgrade existing alarm monitoring cellular communicators from 3G to 4G LTE.
November 15, 2021, Council approved Change Order No. 2 in the amount of $250 to add an additional site to the 3G to 4G LTE conversion.
February 22, 2022, Council Approved Change Order No. 3 in the amount of $14,495 to upgrade the WWTF Alarm System.
IMPACT ON CITY RESOURCES
There is sufficient funding in account line 553-1108-532.26-00 for the cost of Change Order No. 4.
ATTACHMENTS
1. Hoffman Electronic Systems Changer Order No. 4 for wireless motion sensors for the upgraded WWTF Alarm System
2. Hoffman Electronic Systems Change Order No. 3 for WWTF Alarm Upgrade
3. Hoffman Electric Systems Change Order No. 2 to add additional site for 3G to 4G conversion
4. Hoffman Electric Systems Change Order No. 1 to convert alarm monitoring cellular communications from 3G to 4G
5. Hoffman Original Contract