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Home My WebLink AboutC35300B - CO1 - Alarm Monitoring Svcs 141T STAFF REPORT CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT MEETING DATE: December 13, 2018 PREPARED BY: Carlos Hernandez, Facilities Manager REQUEST: Approve Change Order No. 1 in the amount of $12,960 to Contract No. C35300B with Alarm Monitoring Services Inc. for additional alarm monitoring services at various City-owned buildings Recommendation By Minute Motion: 1. Approve Change Order No. 1 to Contract No.C35300B with Alarm Monitoring Services, Inc. (AMS), for additional alarm monitoring services at the Parkview Building, State of California Building (Suites 100 and 102), and the Henderson Community Building. 2. Increase the contract amount by$12,960. 3. Authorize the City Manager to execute said Change Order. Funds are available in Account No. 5104195-4369601, 5104195-4369602, and 5104195-4369800. Strategic Plan Providing alarm-monitoring services to City-owned facilities is an on-going operations function, therefore, it is not addressed in the Strategic Plan, General Plan, or City Manager Work Plan. Background Analysis On June 30, 2016, the City Council approved Contract No. C35300B with AMS for fire and security alarm monitoring services at various City-owned facilities. The Contract included monitoring City Hall, the Corporation Yard, and the Portola Community Center. After the Public Works Facilities Maintenance Division acquired the maintenance services of other City-owned facilities, staff realized that three different alarm companies were monitoring the Henderson Community Building, Parkview Building, and Suites 100 and 102 of the State of California. In an effort to consolidate alarm monitoring to one contract, Public Works staff initiated the cancellation notification process with the three companies, December 13, 2018 - Staff Report Change Order No. 1 to Contract No. C35300B with Alarm Monitoring Services Inc. Page 2 of 2 as each agreement expired, and asked AMS to submit a quote for monitoring of the additional buildings for the remainder of the contract term (January 1, 2018 through June 30, 2021). AMS submitted a quote of $432 per month ($12,960 total) for alarm and fire monitoring of the three buildings, which staff considers to be reasonable. Fiscal Analysis Funds for this service were included in the Fiscal Year 2018/19 operating budget. Therefore, there is no additional fiscal impact. LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER N/A Robert W. Hargreaves Tom Garcia Moore Lauri Aylaian City Attorney P.E., Director of Public Director of Finance City Manager Works VENDOR: Alarm Monitoring Services, Inc. P.O. Box 14323 Palm Desert, CA 92255 ATTACHMENTS: Change Order No. 1 Quote CITY OF PALM DESERT Contract#/P.O.# C35300B P114074 Change Order No. 1 CONTRACT CHANGE ORDER Contingency: YES r N� Contract Purpose Additional Alarm Monitoring Services Account No. Various Accounts Consultant's Name Alarm Monitoring Services Project No. n/a Address: 74-794 42nd Avenue, #1 Palm Desert CA 92260 Vendor No. V0014085 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES DECREASE INCREASE (Supplemental Plans, Specifications, and Directives dated Attached) In Contract Price In Contract Price Alarm Monitoring service at Parkview Building 4,320.00 $144 per month x 30 months (January 1, 2019, - June 30, 2021) Alarm Monitoring service at State Building (Suites 100 and 102) 2,880.00 $96 per month x 30 months (January 1, 2019, - June 30, 2021) Alarm Monitoring service at Henderson Building 5,760.00 $192 per month x 30 months (January 1, 2019, -June 30, 2021) TOTALS: - 12,960.00 NET CHANGE IN CONTRACT PRICE: 12,960.00 JUSTIFICATION: Additional alarm and fire monitoring services to Parkview, State and Henderson Buildings. TOTAL BUDGET FOR PROJECT: + 38,160.00 CONTINGENCY: Less: Expend. & Encumb.To Date: - 25,200.00 Amount Approved by Council: + - Less: This Change Order Amount: - 12,960.00 Less: Prior Change Order(s): - - BALANCE OF BUDGET Less: This Change Order: - - REMAINING FOR PROJECT: - Balance Remaining of Contingency: - The amount of the Contract will be increased by the Sum of: Twelve Thousand Nine Hundred Sixty and 00/100 Dollars($12,960). See reverse ... Contract C35300B Change Order No. 1 Continued from front This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner. Contract Time Extension 0 Days. Revised Contract Total $38,160.00. The undersigned Contractor approves the foregoing Change Order # 1 as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order# 1 . The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the Owner. Execution of this Change Order by the Contractor constitutes a binding accord and satisfaction that fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of or related to the subject of the Change Order, whether known or unknown, including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as any and all consequential damages. This document will become a supplement to the Contract and all provisions will apply hereto, all items included above must have required signatures as per the purchase resolution. 1. REQUESTED BY: 2. ACCEPTED BY: TOM GA IA CONTRACTOR Date Accepted PUBLIC WORKS DIRECTOR 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: JANET MOORE LAURI AYLAIAN Date Approved FINANCE DIRECTOR CITY MANAGER NOTE: No payments will be made prior to City Manager and Council approval See reverse ... P0Nn/,ys AMS City of Palm Desert Fire/Security Monitored Accounts 2018 47GHER CS7436 Department of Rehabilitation—(Burglary) $48.00 per Month with Telguard* 73720 Fred Waring Drive, Suite 102, Palm Desert, CA 92260 Active as of 6/20/18 CS7435 Water Quality Control Board — (Burglary) $48.00 per Month with Telguard* 73720 Fred Waring Dr., Suite 100, Palm Desert, CA 92260 Active as of 6/20/18 CS7446 Henderson Building —(Fire) $144.00 per Month**with Telguard* 72559 Hwy. 111, Palm Desert, CA 92260 Active as of 8/27/18 CS7447 Henderson Building—(Burglary) $48.00 per Month with Telguard* 72559 Hwy. 111, Palm Desert, CA 92260 Active as of 8/27/18 CS7448 Parkview Building - (Fire) $144.00 per Month** with Telguard* 73710 Fred Waring Dr., Palm Desert, CA 92260 Active as of 9/13/18 *Telguard Wireless Communication device used for communication **Includes Annual Fire Inspections All accounts are billed Quarterly with a term per Contract No. C35300B 10/24/2018 DM AMSprotectme.com P . O . Box I14323 Palm Desert , California 92255 � 3 :23 74 - 794 12rd Ave 5vite I Pa . r, Desel ` . Califorri , 922 33 7 6 0 . 3 4 i . 3 5 9 3 fax 7 6 0 3 t1 1 6 0 9 6 Cis Jd b95 AC5 17