03-19-2019 - AGENDA ITEM 04 ACCEPTANCE OF PUBLIC IMPROVEMENTS FOR DOOR ACCESS CONTROL SYSTEM AT CITY FACILITIES (PROJECT NO. BP-17006)AGENDA ITEM NO.4
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: March 19, 2019
TO: Mayor and City Council
FROM: Nikole Bresciani
Acting City Manager
SUBJECT: ACCEPTANCE OF PUBLIC IMPROVEMENTS FOR DOOR ACCESS CONTROL
SYSTEM AT CITY FACILITIES (PROJECT NO. BP-17006)
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Accept the public construction improvements for (Project No. 13P-17006);
2. Authorize recordation of Notice of Completion with the Los Angeles County Recorder; and
3. Authorize release of retention funds 35 days after recordation of the Notice of Completion.
DISCUSSION:
On March 7, 2017, the City Council awarded a contract for the construction of Project No. BP-17006 - Door
Access Control System at City Facilities to VAS Security Systems, Inc. of Simi Valley, California in the
amount of $368,616.49. The project consisted of installing door access control systems at City Hall, the Police
Department building, City Yard, and the Senior Center. The new system provides safe and secure access in and
out of these facilities with the installation of electronic locks. The locks can only be opened by authorized
personnel with proper key cards. These City buildings had mismatched systems of door locks and key pads
that did not provide proper security, were inefficient and outdated. The new system incorporates access control
locks and other hardware, software, cabling and infrastructure, as well as a warranty.
All required improvements were constructed in conformance with the approved plans and specifications. The
project was completed on February 22, 2019. The project took longer than initially anticipated due to the
following issues:
1. The installation of the door readers was dependent on the City's computer server upgrades which caused
delays;
2. Some areas of the Police Department were inaccessible during the regular installation schedule for
security reasons and therefore required additional scheduling for access; and
3. The need to issue change orders for extra work.
Four change orders were issued for additional work in the amount of $25,479.03 for a total project cost of
$394,095.52. The change orders increased the original contract amount by 6.91 percent and extended the
working days to 280 days. With the City Council's acceptance of the improvements, Edgeworth Integration
LLC, the current owner of VAS Security, Inc., is required to provide a one-year warranty. During construction,
the City retained five percent (5%) of each payment to the contractor as retention to ensure payment to
subcontractors and material suppliers before final payment to the contractor. The retention funds held will be
released 35 days after the Notice of Completion has been filed with the Los Angeles County Recorder. The
City Council's acceptance of the project during the public meeting and recordation of Notice of Completion
puts all subcontractors and material suppliers on notice that retention will be released after 35 days. This
provides sufficient time for the subcontractors or material suppliers to file a claim for payment, if they have not
been paid by the general contractor.
OPTIONS:
The City Council has the following options:
1. Approve Staff's recommendation; or
2. Provide alternative direction.
ENVIRONMENTAL REVIEW:
Pursuant to the California Environmental Quality Act Guidelines Section 15302-Class 2 (Replacement or
Reconstruction), the proposed improvements were of a minor nature and, therefore, the project was determined
to be categorically exempt.
Prepared by: Romany Basilyous, Civil Engineering Assistant
Fiscal Impact
FISCAL IMPACT:
None.