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HomeMy WebLinkAbout11-185 Resolution No. 11-185 RESOLUTION APPROVING CHANGE ORDER NO. 3 AND FINAL FOR THE CONTRACT WITH ULTRASTROBE COMMUNICATIONS, INC. FOR INSTALLATION AND MAINTENANCE SERVICES REGARDING INTERIOR EMERGENCY LIGHTING SYSTEMS FOR POLICE VEHICLES WHEREAS, the City of Elgin has heretofore entered into a contract with Ultrastrobe Communications, Inc. for installation and maintenance services regarding interior emergency lighting systems for police vehicles; and WHEREAS, it is necessary and desirable to modify the terms of the contract as is described in Change Order No. 3 and Final, attached hereto. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Sean R, Stegall,City Manager,be and is hereby authorized and directed to execute Change Order No. 3 and Final, a copy of which is attached hereto and made a part hereof by reference. s/ David J. Kaptain David J. Kaptain, Mayor Presented: November 16, 2011 Adopted: November 16, 2011 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk 0 O F • i . ,t } • City of Elgin Change Order ELGIN, ILLINOIS PROJECT Bid 10-035 CHANGE ORDER No. 3 AND FINAL CONTRACT: Installation and Maintenance Services with Ultrastrobe Communications (Bid No. 10- 035) SCOPE: This change order allows for the transformation of marked police vehicles to undercover and unmarked vehicles through the purchase and installation of interior emergency lighting systems so as to ensure officer safety. Supervisor command vehicles needed to be equipped with additional changes in purpose making necessitating the change of emergency lighting systems and command equipment. Additional services in the form of maintenance tasks that were not previously foreseen were completed in order to maintain the fleet's operational readiness. REASONS FOR CHANGE: Vehicles for this project were authorized for purchase at the end of the last fiscal year, and ultimately did not arrive until the first quarter of 2011. Funding for this project was approved on March 9, 2011, which represented the first change order on Bid 10-035. After funding was approved, and during the course of converting vehicles, it was determined that there was a need for undercover and unmarked vehicles. Additional changes were made in the roles and responsibility of command vehicles which required additional lighting and equipment. Lastly, additional equipment and services were required in order to maintain the fleet in a state of operational readiness. Due to the timing of the events and the nature of the services rendered, it was not possible to anticipate the overall extra cost associated to the project. The circumstances said to necessitate the change in performance as provided herein were not reasonably foreseeable at the time the contract was signed. The changes as provided herein are germane to the original contract as signed and this change order is in the best interests of the City of Elgin and authorized by law. SUMMARY OF CHANGES IN CONTRACT AMOUNT: [State whether contract is being amended as to cost. If the subject contract is being amended as to scope and cost, briefly describe the scope of changes.] ORIGINAL CONTRACT AMOUNT: $110,794 CHANGE ORDER No. 3 Additional Emergency Lighting and Services $10,000 TOTAL FOR CHANGE ORDER NO. 3: ADD $10,000 PREVIOUS CHANGE ORDER(S): Change Order No. 1-pursuant to Amendment $40,740 Agreement approved on 4/13/11 by Resolution No. 11-64 Change Order No. 2-pursuant to Agreement $27,198 Approved on 7/27/11 by Resolution No. 11-132 TOTAL OF PREVIOUS CHANGE ORDERS: ADD $67,938 • TOTAL REVISED CONTRACT AMOUNT: $188,732 The original amount of the contract with Ultrastrobe Communications is $110,794. Change Order No. 3 and previous change orders totaling $67,938 will increase the original contract amount by a total of $77,938, that sum representing a seventy and thirty four one hundredths percent (70.34%) of the original contract amount. The new contract amount, inclusive of all change orders is $188,732. OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. CHANGE ORDER No. 3 and Final October 12, 2011 Recommended by: POLICE DEPARTMENT By: Michael Bayard Title: Public Safety Systems Specialist Date: /e Signature:7:(0i; Accepted by: ULTRASTROBE COMMUNICATIONS, INC. Party of the Second Part (Contractor) By: Robert Cruise Title: Date: /0/Zi/Z4/i Signature: Approved by: CITY OF ELGIN Party of the First Part (Owner) By: Sean R. Stegall Title: City Manager Date: November , 2011 Signature: 1111"÷(1/F.\Legal Dept\Agre ent\Change Order-Ultra .doc • (7_'POR',-! TO MAYOR & MEMBERS OF CITY COUNCIL E LG I N THE CITY IN THE SUBURBS AGENDA ITEM: F MEETING DATE: October 12, 2011 ITEM: Amendment to Bid No. 10-035 with Ultrastrobe Communications of Crystal Lake, for Installation and Maintenance Services ($10,000) OBJECTIVE: To secure funding for the conversion of existing equipment from old police vehicles to their re- placements and to perform on-going fleet maintenance to ensure operational readiness. RECOMMENDATION: Amend the award of Bid No. 10-035 to Ultrastrobe Communications of Crystal Lake, Illinois for installation and maintenance services for police vehicles in the amount of$10,000. BACKGROUND In 2010, the police department released Bid No. 10-035 for Emergency Warning Lights. The de- partment has revisited the council with amendments to this bid for a variety of reasons. To be- gin with, incorporated into Bid 10-035 were provisions for the purchase of equipment and ser- vices relating to emergency warning lights and their associated equipment. At the October 27, 2010 council meeting,two awards were made to Ultrastrobe Communications: • Item 1—mobile printers and installation ($88,994) • Item 2—video system installation services ($21,800) The first change order to Bid 10-035 ($40,740) was executed at the March 9, 2011 city council meeting. This order provided for installation services and necessary equipment for the conver- sion of vehicles that were purchased at the end of FY2010. The change was necessary because it was not known until the end of FY2010 that the vehicle acquisition was approved. It was not possible for the department to anticipate the need for these services. The second change order to Bid 10-035 ($27,198) was executed at the July 13, 2011 city council meeting. This change was requested in conjunction with the 2010 COPS Technology grant award which funded the replacement of police department video systems and related hard- ware. There was an unusual circumstance with this grant that delayed the finalization of the r award until June of 2011. Because of this delay, the services necessary from Ultrastrobe could not be incorporated into the first change order. This brings the department to the third request for change, which relates to the first change request. While converting vehicles referenced in the first change order, there were several fac- tors that caused an increase in the cost for services and materials for the contract. Some vehicle roles have changed which have necessitated that the now undercover and unmarked vehicles be equipped with interior light bars and additional lighting for officer safety. There are also new command vehicles in need of equipment, as well as other miscellaneous equipment and servic- es that will support the fleet's operational readiness. All of these factors have brought the costs over the original requested amount. Due to the timing of the events and the nature of the ser- vices rendered by the vendor, it was not possible for the department to anticipate the overall extra expenses at the time of the original award. OPERATIONAL ANALYSIS Bid 10-035 was let with the original award year and four additional one-year options to renew. Ultrastrobe's performance has been excellent and they have adapted to every need the city has identified. It is the intention of the police department to exercise the renewal option on Octo- ber 27, 2011 for the FY2011-2012; therefore, Ultrastrobe Communications will be, and remains, the city's vendor of choice for emergency lighting and maintenance services. INTERESTED PERSONS CONTACTED Police, fire and other city departments have utilized goods and services from Ultrastrobe during 41111) FY2011. FINANCIAL ANALYSIS Total cost of change order number three for installation and maintenance services provided by Ultrastrobe Communications, is $10,000.The original contract cost was $110,794. The total cost of the contract including all change orders will be $188,732. This change order would allow for the payment of services rendered and equipment purchased for the remainder of the contract term expiring on October 27, 2011. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-2308-731.19-09 N/A $74,000 $15,062 LEGAL IMPACT The amendment would require an exception to the procurement ordinance which requires the411) approval of two-thirds of the members of the city council. 9i 2 ALTERNATIVES The Council may choose not to approve the additional amount and direct staff to rebid for the services and equipment. NEXT STEPS 1. Initiate payment for the outstanding work to be completed by Ultrastrobe. 2. Renew Ultrastrobe's annual contract. Originators: Michael Bayard, Public Safety Systems Specialist Jeffrey Swoboda, Chief of Police Final Review: Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer r Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS None. r Jam\„ 3 c.