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CC - (1) Approval of a Construction Contract Change Order with HP Communications in the amount of $98,738 for the Construction of Laterals from the City’s Municipal Fiber Backbone to the Watseka, Cardiff and Ince Public Parking Structures and Authorize the Public Works Director/City Engineer to Execute such Change Order; and (2) Approval of a Third Amendment to the Existing Materials Procurement Agreement with MOX Networks, LLC for the Purchase of Construction Materials and Related Services in an Amount Not-to-Exceed $75,803
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Contact Person/Dept: Todd Tipton/CDD
Phone Number: (310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/22/17); Downtown Business Association (03/22/17)
Department Approval: Sol Blumenfeld, Community Development Director (03/22/17)
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RECOMMENDATION
Staff recommends the City Council approve a change order to the construction contract with HP Communications in the amount of $98,738 for the construction of laterals from the City’s Municipal Fiber Network (Network) to the Watseka, Cardiff and Ince Public Parking Structures (Structures) and authorize the Public Works Director/City Engineer to execute such change order; and (2) Approve a Third Amendment to the existing Materials Procurement Agreement with MOX Networks, LLC (MOX) for the purchase of construction materials and related services in an amount not-to-exceed $75,803.
BACKGROUND
On November 9, 2015, the City Council approved a budget transfer to create the Municipal Fiber Enterprise Fund, approved a consultant agreement with MOX in the amount of approximately $1.7 million to provide consulting services for the design and development of the Network and authorized the City Manager to execute related additional agreements.
On June 27, 2016, the City Council awarded a construction contract to HP Communications in the amount of $4,306,246 and change order authority in the amount of $645,937 (15%) to construct the Network.
On November 14, 2016, the City Council approved an amendment to the contract with HP Communications in the amount of $850,000 and a second amendment to the contract with MOX to construct laterals from the Network to public/private properties.
DISCUSSION
Staff has been working with Sentry Control Systems to install new automated parking access and revenue control equipment (Equipment) in the Structures. The Equipment will utilize License Plate Technology (LPR) to reduce the amount of time it takes parkers to exit the Structures. The Equipment relies on a server that will be located in the Ince parking structure. In order for the Equipment to function properly, it must be connected to the server via the Network. At this time, the Structures are not connected to the Network and in order to do so laterals must be constructed.
FISCAL ANALYSIS
Approving the amendment to the HP Communications construction contract ($98,738) and the third amendment to Materials Procurement Agreement for the purchase of lateral construction materials and related services ($75,803) will result in an expenditure not to exceed $174,541. Sufficient funding is available in the Parking Authority Fund in account 47580000.730100.PA004 (PARCS Equipment Replacement Project) for these expenditures.
Because a majority of the construction is being performed in the right-of-way and as a result there are unknowns related to the work, staff recommends the City Manager be authorized to expend up to ten percent of the total amount ($17,454) as a contingency.
ATTACHMENTS
None.
RECOMMENDED MOTIONS
That the City Council:
1. Approve a change order to the construction contract with HP Communications in the amount of $98,738 for the construction of laterals from the City’s Municipal Fiber Optic Backbone to the Watseka, Cardiff and Ince Public Parking Structures and authorize the Public Works Director/City Engineer to execute such change order; and
2. Approve a Third Amendment to the existing Materials Procurement Agreement with MOX Networks, LLC for the purchase construction materials and related services in an amount not-to-exceed $75,803; and
3. Authorization to the City Manager to Amend the Construction Contract and Materials Procurement Agreement for the Construction of Customer Funded Laterals; and
4. Authorize the City Manager to expend an additional $17,454 (10% of total amount) as a contingency; and
5. Authorize the City Attorney to review/prepare the necessary documents; and
6. Authorize the City Manager to execute such documents on behalf of the City.