TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: FEBRUARY 13, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH EPSILON ENGINEERING, INC. TO INCREASE COMPENSATION FOR THE POLICE DEPARTMENT DISPATCH AND DETECTIVE BUREAU REMODEL PROJECT AND APPROPRIATION OF FUNDS (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
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SUMMARY
In November 2023, the City Council awarded a contract in the amount of $79,245 to Epsilon, Inc. for the Police Department Dispatch and Detective Bureau Remodel Project. The City Council also authorized a ten percent contingency of $7,925, for a total contract amount of $87,170. The purpose of the project is to accommodate current staffing levels, to improve workflow, and to accommodate modernized equipment and technology. Construction on the Detective Bureau portion of the project began in January 2024.
As the project progressed, several unanticipated issues arose that were not accounted for in the scope of work. These tasks include replacing the existing acoustic ceiling tiles, rebuilding and painting the ceiling T-grid system, relocating two additional doors, rerouting electrical wiring, and installation of soundboard. The additional services described above total $23,000, and staff has already authorized one change order in the amount of $7,500, which exhausted most of the previously authorized contingency. To complete the project, staff recommends amending the existing contract to increase compensation by $15,075, which will bring the total not-to-exceed contract amount to $102,245.
RECOMMENDATION
Recommended Action
Staff recommends that the City Council:
A. Authorize the City Manager to execute an amendment to the existing agreement with Epsilon, Inc., increasing compensation by $15,075, for a total not-to-exceed contract amount of $102,245 for the Police Department Dispatch and Detective Bureau Remodel Project; and
B. Appropriate $15,075 from the American Rescue Plan Act (ARPA) Fund to fully fund the cost of the project.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
In November 2023, the City Council awarded a contract to Epsilon, Inc., for the Police Department Dispatch and Detective Bureau Remodel Project, in the amount of $79,245, plus a ten percent contingency of $7,925, for a total contract amount of $87,170. As the project commenced, several unanticipated issues came to up that were not accounted for in the original scope of work. The additional amount necessary to complete the project is $23,000. A change order of $7,500 has already been approved, which exhausted most of the previously approved project contingency. To complete the project, an additional appropriation of $15,075 is necessary, bringing the total contract amount to $102,245. Below is a breakdown of the project budget.
Staff recommends appropriating $15,075 from the American Rescue Plan Act Fund to fully fund the project. An appropriation of $15,075 brings the total not-to-exceed contract amount to $102,245.
The staff cost to prepare this report is estimated at $1,616 and is included in the operating budget of the Community Services Department.
ANALYSIS
The Claremont Police Department was built in 1974. Since that time, very little has been done to the inside of the building, and operations and staff have grown significantly. The Dispatch Center and Detective Bureau are in need of a remodel to accommodate current staffing levels, improve workflow, and accommodate modernized equipment and technology. The Police Department Dispatch and Detective Bureau Remodel Project consists of the removal and replacement of internal walls and doors to make the workspace more efficient.
Construction began in January 2024, and as the project progressed several issues arose that were not included in the scope of work. These tasks include but are not limited to: replacing all the existing acoustic ceiling tiles, rebuilding and painting the ceiling T-grid system, relocating two additional doors, rerouting electrical wiring, and the installation of soundboard. Because these tasks were not included in the original scope of work, a change order to increase funds is necessary. The cost of the additional work amounts to $23,000. Staff has already approved a change order for $7,500, which exhausted most of the previously approved contingency.
Staff recommends amending the current contract to increase the not-to-exceed amount to $102,245. The amended contract amount is less than the next lowest bid of $171,000 when the project was originally bid last fall.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Economic Sustainability Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager