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HomeMy Public PortalAbout09. Award of Contract to Epsilon Engineering - Police Department and Detective Bureau Remodel ProjectClaremont City Council Agenda Report File #: 4933 Item No: 9 TO: ADAM PIRRIE, CITY MANAGER FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR DATE: NOVEMBER 28, 2023 Reviewed by: City Manager: AP SUBJECT: AWARD OF CONTRACT TO EPSILON ENGINEERING, INC. FOR THE POLICE DEPARTMENT DISPATCH AND DETECTIVE BUREAU REMODEL PROJECT AND APPROPRIATION OF FUNDS (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND) SUMMARY The Claremont Police Department Dispatch Center and Detective Bureau are in need of remodeling to accommodate current staffing levels, to improve workflow, and to accommodate modernized equipment and technology. In September 2023, staff solicited bids for the Police Department Dispatch and Detective Bureau Remodel Project. At the end of the bid period, three bids were received, ranging from $79,245 to $863,893. Based on the proposals received, staff recommends awarding a contract to Epsilon Engineering, Inc. for the project, and appropriating funds from the American Rescue Plan Act (ARPA) Fund to fund the project in full. Following the remodel, flooring in both the Dispatch Center and the Detective Bureau will need to be replaced. Staff has received an estimate of up to $15,000 for new carpet in the Detective Bureau and vinyl flooring in the Dispatch Center. Staff recommends authorizing an amount up to $15,000 for new flooring once the remodel is complete. Procuring flooring for this project will be bid through the City's regular purchasing process. RECOMMENDATION Staff recommends that the City Council: A. Award a contract to Epsilon Engineering, Inc. in the amount of $79,245 for the Police Department Dispatch Center and Detective Bureau Remodel Project; authorize a ten percent contingency in the amount of $7,925, for a total amount not to exceed $87,170; and authorize the City Manager to execute the agreement; B. Appropriate $87,170 from the American Rescue Plan Act Fund to fund the full cost of the remodel project; and CLAREMONT Page 1 of 3 Printed on 11/22/2023 C. Appropriate $15,000 from the American Rescue Plan Act Fund to fund the cost of the flooring for the project. ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there are the following alternatives: • Request additional information from staff. • Reject all bids and direct staff to rebid the project. FINANCIAL REVIEW The proposed cost for Epsilon Engineering, Inc. to remodel the Police Department's Dispatch Center and Detective Bureau is $79,245. Staff recommends including a ten percent contingency of $7,925, for a total amount not to exceed $87,170. Staff also recommends an appropriation of $15,000 for new flooring in the Dispatch Center and Detective Bureau, for a total project cost of $102,170. Staff recommends appropriating funds from the American Rescue Plan Act to fund the project in full. This purchase complies with all City purchasing guidelines, and bid and contract documents are available for review in the City Clerk's Office. The staff cost to prepare this report is estimated at $3,141 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 exponentially. 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 project will consist of removal and replacement of internal walls and doors to make the work space more efficient. The two areas will then be painted, new flooring installed, and prepped for new office furniture. The purchase and installation of new office furniture is not included in this purchase. The Police Department will purchase the furniture using grant funding. In September 2023, staff solicited proposals for the Police Department Dispatch Center and Detective Bureau Remodel Project. On October 26, 2023, ten potential bidders attended a mandatory pre -bid walk-through held at the Claremont Police Department. At the close of the bid period, three bids were received, ranging from $79,245 to $863,893. Staff recommends that the City Council award a contract to Epsilon Engineering, Inc. in the amount of $79,245, plus a ten percent contingency of $7,925, for a total amount not to exceed $87,170. Staff conducted reference checks for Epsilon Engineering, Inc., and all references came back with positive remarks. Epsilon Engineering, Inc. has completed similar projects with the Moreno Valley Unified School District and Riverside County Office of Education. Once the remodel is complete, both areas will require new flooring. Until the remodel is complete, it is difficult to determine the exact amount of flooring that will be necessary. Staff has received an estimate of up to $15,000 for the installation of matching vinyl flooring for the Dispatch Center and carpet for the Detective Bureau. Staff recommends appropriating $15,000 for new flooring from the American Rescue Plan Act Fund. Staff will bid the new flooring through the City's regular process as CLAREMONT Page 2 of 3 Printed on 11/22/2023 )GvN¢>ic>ri by I egis[ai required under the City's Purchasing Policy. 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: Jeremy Swan Community Services Director Prepared by: Cari Dillman Community Services Manager CLAREMONT Page 3 of 3 Printed on 11/22/2023 )owcHc>ri by I onislai