HomeMy WebLinkAboutItem 6.3 HoldingCellsRepair CITY CLERK
File# 200-20
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 6, 2001
SUBJECT:
Public Hearing: Request for Waiver of Competitive Bid
Repair of Security System for Holding Cells
Report Prepared by: Lee S. Thompson, Public Works Director
ATTACHMENTS:
1)
Resolution approving waiver of cOmpetitive bid for repair
Of security system for holding cells ~
RECOMMENDATION:
1)
2)
3)
4)
5)
6)
Open public hearing
Receive Staff presentation
Receive public testimony
Close public hearing
Deliberate
Adopt resolution approving waiver of competitive bid for
repair of security system for holding cells
FINANCIAL STATEMENT:
The estimated repair cost for the portion of the security system
related to the holding cell doors is $8,000. This amount has been
budgeted in the Building Management Operating Budget for the
current fiscal year.
DESCRIPTION: During the expansion project, it was noted that a portion ofthe
Police Wing security system relating to the holding cell doors was not functioning correctly. This system
indicates whether the holding cell doors are locked or not, which in turn notifies an officer whether it is
safe to enter the holding cell area. This feature is required for Board of Corrections certification to utilize
the holding cells; consequently, the cells are currently not being used.
McMillan Security Systems originally installed the Civic Center security system, and their services have
been utilized for all repairs and modifications to the system that have been made since that time. The
work performed by McMillan is generally electronic in nature, and their specific expertise is in the area
of security systems. Since the original installation, McMillan has performed troubleshooting and repairs
on the computer which operates the system, as well as the devices and wiring associated with opening
and closing the sally port doors and entrances into the holding cell area. McMillan also services the
cardreader system.
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COPIES TO:
ITEM NO.
The City's Purchasing Ordinance allows informal competitive bidding for projects with an estimated cost
between $1,000 and $20,000, while the Public Contract Code' requires formal competitive bidding for
building-related projects estimated at $5,000 or more. The competitive bidding provision in the Public
Contract Code applies to this work because it is building-related maintenance estimated to cost more than
$5,000. An exception to competitive bidding requirements exists for contracts for which competitive
proposals would not produce an advantage to the public in the City's efforts to contract for the greatest
public benefit. (See Graydon v. Pasadena Redevelopment Agency (1980) 104 Cal. App. 3d 631,636.)
Pursuant to the court-recognized exception to competitive bidding, Staff (in consultation with the City
Attorney's office) is requesting that the City Council approve a waiver of competitive bidding for this
work in order to allow McMillan to continue to service the system.
Contracting with McMillan will be much cheaper and faster than competitively bidding the work. Since it
installed the improvements, McMillan is already very familiar with the system and its operation and can
simply diagnose the problem and complete the work. If the project were to be competitively bid, Staff
would need to develop plans and specifications for the work, with the assistance of McMillan. This
would add an additional step to the process that would create additional time and additional expense.
Accordingly, Staff feels that in this particular circumstance, competitively bidding the work would not
produce an advantage to the public in the City's efforts to contract for the greatest public benefit.
Staff recommends that the City ,Council conduct a public hearing, deliberate, and adopt the resolution
approving waiver of competitive bid for repair of the security system for the holding cells.
RESOLUTION NO. - 2001
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING WAIVER OF COMPETITIVE BID
FOR REPAIR OF SECURITY SYSTEM FOR HOLDING CELLS
AND ISSUANCE OF PURCHASE ORDER
TO MCMILLAN CORPORATION
WHEREAS, McMillan Corporation designed and installed the security system for the City of.
Dublin Civic Center; and
WHEREAS, McMillan Corporation has maintained and effected repairs °n the system since its
installation and is, therefore, very familiar with its design and operation; and
WHEREAS, a repair of the portion of the system relating to the holding cells is needed for the
safety of Police Staff and the public; and
WHEREAS, McMillan's estimated cost of said repair is approximately $8,000; and
WHEREAS, development of plans and specifications to competitively bid the repair work would
increase both the cost and time needed to complete the repair; and
WHEREAS, competitively bidding the repair work, therefore, does not produce an advantage to
the public;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin finds that
competitively bidding the work would not produce an advantage to the public from the standpoint of
either cost or time.
BE IT FURTHER RESOLVED that the City Council approves a waiver of competitive bid for
said repair of the security system for the holding cells and approves issuance of a purchase order to
McMillan Corporation for the wOrk.
PASSED, APPROVED AND ADOPTED this 6th day of November, 2001.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor Pro Tempore
City Clerk
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