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Home My WebLink AboutE-04 Staff Report - ContractAward - Cabling Infrastructure ProjectCONSENT ITEM E-4 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY & LIBRARY SERVICES DATE: NOVEMBER 4, 2019 SUBJECT: AWARD CONTRACT TO X-ACT TECHNOLOGIES FOR STRUCTURED CABLING INFRASTRUCTURE REPLACEMENT BACKGROUND: At the July 15, 2019 City Council Meeting, Staff was authorized to advertise and solicit bids for the Structured Cabling Infrastructure Replacement (Consent Item E-7). Subsequently, four bids were received by the City Clerk’s Office. Staff has reviewed the bids and determined that the bid submitted by X-Act Technologies is the lowest bid and is in substantial conformance to the specifications. The proposed actions approve a Short Form Construction Contract with X-Act Technologies, to provide Structured Cabling Replacement and Installation as per plans and technical specifications. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1)Award a Short Form Construction Contract to X-Act Technologies in a total not-to-exceed amount of $406,693, which includes a 10% contingency for potential change orders as needed, and 2)Authorize the Mayor to execute the contract, in a form acceptable to the City Attorney on behalf of the City. ANALYSIS: On July 16, 2019, the City Clerk’s office advertised this project to solicit formal bids. Staff held a pre-bid meeting and job walk with prospective bidders on July 23, 2019. As the result of the pre-bid meeting and subsequent questions, Staff issued three addendums to the scope of work to clarify all the requirements necessary to complete this project. APPROVED CITY COUNCIL 11/4/2019 Sealed bids were opened and publicly announced at the City Clerk’s office on August 21, 2019. The bid results are tabulated below. Table 1 – Bid Results Bidders TOTAL Bid Amount X-Act Technologies $369,721 AAA Network Solutions $ 475,898 Federal technology Solutions Inc. $664,069 Berg Electric $1,137000 FISCAL IMPACT: The recommendation awards a short form construction contract to X-ACT Technologies in the amount of $369,721, and further authorizes Staff to amend the agreement up to 10% or $36,972 for potential change orders, for a total not-to-exceed amount of $406,693. Council approved $400,000 ($200,000 under 4600000000-7140 and $200,000 under 3140702935-7140) in the FY 2018-19 Capital Outlay Budget for the phone system upgrade that was not used, and therefore carried forward into FY 2019-20 as authorized by Council adopted budget resolutions. In addition, Council approved $150,000 ($75,000 under 4849930000- 7143 and $75,000 under 3140702935-7140) in the FY 2019-20 Capital Outlay Budget for phone system cabling and infrastructure. As such, the costs associated with the proposed recommendations are included in the budget. Prepared by: Fiscal Review by: Ann Graf Talika M. Johnson Director of Information Technology & Director of Administrative Services Library Services Reviewed and Approved: Sergio Gonzalez City Manager Attachments: 1. X-Act Technologies Bid 2. Short Form Construction Contract – X-Act Technologies Attachment 1 00 52 13 – CONTRACT This CONTRACT, No. ________ is made and entered into this ____ day of _______, ______, by and between City of Azusa, sometimes hereinafter called “City,” and _______________________________________________, sometimes hereinafter called “Contractor.” WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows: a.SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Article 5, below, for the following Project: Structured Cabling System Procurement and Installation The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. b.TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents within 120 calendar days from the commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. c.CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of Three hundred and sixty nine thousand, seven hundred and twenty one Dollars ($__369,721_). Payment shall be made as set forth in the General Conditions. d.COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following: Notice Inviting Bids Instructions to Bidders Bid Form Bid Bond Designation of Subcontractors Information Required of Bidders Non-Collusion Declaration Form Iran Contracting Act Certification Public Works Contractor Registration Certification Performance Bond Payment (Labor and Materials) Bond General Conditions Special Conditions Technical Specifications Addenda Attachment 2 Plans and Drawings Standard Specifications for Public Works Construction “Greenbook”, latest edition, Except Sections 1-9 Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents. All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties. e. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work. f. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions. g. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at http://www.dir.ca.gov and which must be posted at the job site. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written. CITY OF AZUSA X-Act Technology By: By: Joseph Romero Rocha Mayor Its: Printed Name: ATTEST: By: Jeffrey Cornejo City Clerk (CONTRACTOR’S SIGNATURE MUST BE NOTARIZED AND CORPORATE SEAL AFFIXED, IF APPLICABLE) END OF CONTRACT Notary Acknowledgment A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF ______________ On , 20___, before me, _______________________________, Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature of Notary Public OPTIONAL Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT  Individual  Corporate Officer Title(s) Title or Type of Document  Partner(s)  Limited  General Number of Pages  Attorney-In-Fact  Trustee(s)  Guardian/Conservator Date of Document  Other: Signer is representing: Name Of Person(s) Or Entity(ies) Signer(s) Other Than Named Above