HomeMy WebLinkAbout101-Staff Report.pdf 1
SARATOGA CITY COUNCIL
MEETING DATE: December 15, 2010 AGENDA ITEM:
DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson
PREPARED BY: Michael Taylor, Recreation & Facilities Director
DIRECTOR: Michael Taylor
SUBJECT: Security Door Lock Project – Award of Contract with Stanley Security
RECOMMENDED ACTION:
Review report and
1. Move to declare Stanley Security Solutions, Inc. (Stanley) of Fremont to be the
lowest responsible bidder on the project.
2. Move to accept bid and authorize the City Manager to enter into a construction
contract with Stanley for phase one of the project in the amount of $25,190.49.
3. Move to accept bid and authorize the City Manager to enter into a construction
contract with Stanley for the optional phase two of the project in the amount of
$32,337.83.
4. Move to authorize staff to execute change orders to the contract up to $5,500.
REPORT SUMMARY:
Currently, all doors at City Hall must be manually locked or unlocked. The City plans to
increase security of the City Hall campus by investing in an electronic lock facility
security system that would eliminate the possibility of doors left unlocked during non-
working hours. Doors would be set to automatically unlock and lock based on City Hall
hours of operation. This project will help reduce the possibility of loss of or damage to
City property as a result of doors left unlocked after hours. Staff and authorized
personnel will be issued electronic proximity key fobs that are pre-programmed for
specific buildings on campus.
Staff requested bids for a keyless security system for City Hall with an option to include
the Theater and the portable buildings on campus. Bids were received from 10 vendors.
Two of the proposals did not meet the criteria of lock programming and five of the bids
were deemed cost prohibitive. One bidder required an annual subscription. Stanley
proved to be the contractor with the lowest responsible bid. Due to the lower-than-
expected cost, both phases of the project can be completed within budget and will
provide improvements to the City Hall buildings, and the Senior portable, the Preschool
portable, and the Theater building. The Community Center, Senior Center, Corporation
Yard, and Prospect Center would be included in later phases as funding becomes
available.
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This project will resolve many security concerns by controlling access to City facilities;
possibly increasing staff efficiencies with automatic locking of doors. The project is
scheduled to be completed by March 31, 2011.
DISCUSSION:
Staff is confident that the proposed security system is the most appropriate model for
Saratoga facilities. Alternatives included magnetic stripe cards, replacing or re-keying
existing hardware, or other advanced security options. This system was highly
recommended and provided the features, expansion capability, and flexibility desired.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Stanley Security will not be declared to lowest responsible bidder and a construction
contract will not be awarded to that firm.
ALTERNATIVE ACTIONS:
N/A
FISCAL IMPACTS:
The cost of this project was included in the 2010-11 Capital Improvement Project
budget (Project Number 9312-002). The cost of this project will not impact the operating
budget as no maintenance costs are associated with the magnetic locks after
installation. Project management for installation has already been incorporated in the
City’s operating budget.
FOLLOW UP ACTION:
The contract will be executed and work will begin as soon as possible with completion
expected within 30 days.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Pursuant to Government Code 54954.2, this item was properly posted as a City Council
agenda item and was included in the packet made available on the City’s web site in
advance of the meeting. A copy of the agenda packet is also made available at the
Saratoga Branch Library and other public locations each Monday in advance of the
Council meeting and residents may subscribe to the agenda online by opting in to
notices at www.saratoga.ca.us.
ATTACHMENTS:
Attachment A – Bid Summary
Attachment B – Contract with Stanley Security
Attachment C – Stanley Warranty