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CONTRACT K-1516-117: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND PREMIER FENCE & GATES, L.L.C., FOR THE GATE REPLACEMENT PROJECT FOR THE NORTH BASE FACILITIES AT 1301 DAVINCI, ADOPTION OF PROJECT AGENT RESOLUTION R-1516-90, AND BUDGET TRANSFER BETWEEN CAPITAL PROJECTS.
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BACKGROUND: The FYE 2016 Capital Budget includes funding for the Access Control System (ACS) Consolidation/Migration Project and the Municipal Building 201 Exterior Door Replacement Project for a combined project budget of $211,500. The projects/budget requests were originally submitted as independent projects; however, due to the history of problems with both the doors and the access control system in Building 201, the complexity of the projects, and the need for compatibility, Staff felt like it would be prudent to combine the projects and hire a consultant with the professional knowledge and expertise needed to coordinate and oversee the installation of both projects.
In August 2015, Ross Group was selected as a consultant for this project to develop technical details and an RFP, evaluate our existing facilities, assist with the selection of vendors, and oversee implementation and acceptance of the project. The consultant identified needed repairs to five of the seven gates, two were recommended for total replacement, motors were in need of replacement, as well as rollers. The sensing mechanisms that allow for the opening and closing of the gates also need replacement for improved security control and safety operations of the gates. The gates are presently operated through a fuel key system which lacks monitoring and reporting capabilities the City security solution can provide. It is the recommendation of the Consultant and the desire of Staff to incorporate the gate access control into the City’s Genetec security system.
On December 9, 2015 the City of Norman, OK released RFP-1516-22 soliciting responses for three (3) specific areas - repair and replacement of all exterior aluminum store front doors to Building 201 and the removal and replacement of the security access control system in Building 201 and the gates located at the North Base facilities and implementation of the new access control system into an existing Genetec system as the base proposal. The RFP also included alternates to be incorporated if sufficient funding was available. The RFP was split into separate contracts due to the complexity and detail of the access control system, uniqueness and requirement for locksmith credentials for the doors that would apply outside of certification for Genetec security access control, and finally motor and gate replacement.
DISCUSSION: Multiple vendors were contacted in the Norman and Oklahoma City area by Ross Group notifying them of the RFP. Two pre-proposal mandatory site visits were held on December 18 and 30, 2015, with one vendor present. No responses were received on January 15, 2016 for this section of the RFP. Ross Group then requested written quotes from five vendors, of which four responded with official quotes and supporting documents as required with the pricing.
The Selection Committee consisted of Tim Powers, IT Director; Kari Madden, Network Manager; Stacey Baker, IT Department; Brian Churchill, Fleet Management; and the City’s consultant, Joe Barry, Ross Group. The consensus of the Selection Committee was to recommend Premier Fence and Gates as the overall best vendor to do the work. Staff recommends the contract be awarded for the base bid in the amount of $37,940.
Funds were originally budgeted for this project in Capital Projects, Project No. BG0047, Access Control System Consolidation/Migrations, Construction (050-9556-419.61-01); however, only $1,986 remains with the award of the Access Control contract. However, adequate funds remain in the door replacement project account and staff recommends $35,954 be transferred from Project No. BG0057, Exterior Door Replacement: 201 West Gray, Construction (050-9644-419.61-01) to complete this project.
RECOMMENDATION: Staff recommends approval of Contract K-1516-117 between the City of Norman and Premier Fence & Gates, L.L.C., in the amount of $37,940 and adoption of the project agent resolution and the Mayor be authorized to signed Performance Bond B-1516-72, Statutory Bond B-1516-73 and Maintenance Bond MB-1516-58 contingent upon the City Attorney’s approval. Staff further recommends funds in the amount of $35,954 be transferred from Project No. BG0057, Exterior Door Replacement: 201 West Gray, Construction (050-9644-419.61-01) to Project BG0047, Access Control System Consolidation/Migrations, Construction (050-9556-419.61-01).