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Home My WebLink About10A Purchase FS No 2 Flasher System and Cabling Equipment MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: R.\Couilcii\20C8 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT JUNE 2, 2008 10A STEVE ALBRECHT, PUBLIC WORKS DIRECTOR KEllY MEYER, ASSISTANT CITY MANAGER CONSIDER APPROVAL OF RESOLUTIONS WITH RESPECT TO FIRE STATION NO.2 1) AUTHORIZING PURCHASE OF ADVANCED WARNING FLASHER SYSTEM 2) AUTHORIZING PURCHASE AND INSTALLATION OF VOICE, DATA AND TV CABLING EQUIPMENT Introduction The purpose of this agenda report is (1) to authorize the purchase of an advanced warning flasher system and (2) to authorize the purchase of equipment and installation of voice, data and television cabling for Fire Station NO.2. Historv On September 6, 2006 voters approved a $3.7 million referendum to purchase a 100-foot aerial platform truck and to construct Fire Station NO.2. On August 6, 2007 the City Council awarded the Fire Station No.2 Construction contract to Met-Con Companies in the amount of $1,908,700. The budget for completion of Fire Station No.2 after purchase of the Aerial Platform Truck is $2,800,000. Current Circumstances Construction of Fire Station No. 2 is anticipated to be completed in the coming weeks. At this time the project is on schedule and anticipated to be under budget. 1. Advanced Warning Flasher System: The CR 21 and Fountain Hills intersection will not have a traffic light until 2011- 2012 at the earliest due warrant requirements. For that reason City Staff believes it is important to incorporate a temporary warning flasher system as shown in the attached information to provide safer emergency access to CR 21 by the Fire Department. The advanced flasher system will operate using the same EVP (Emergency Vehicle Preemption) controls. When activated by the Fire Department or Allina this system will flash yellow on the north and south bound legs of CR 21 at Fountain Hills Drive warning of emergency vehicle presence. Staff was only able to find two manufactures of systems that met the City's requirements. It should be noted that the EVP system will be able to be reused www.cityofpriorlake.com ~b&'lf~2t~4,'1. ~3;6cRax 952.447.4245 R\Counc!i\2008 at the time of the traffic signal installation. The City will also be able to reuse the flasher potentially for some other high use cross-walk in the community with minor modifications. The manufacturers contacted included RTC Manufacturing and Solar Traffic Control Systems. Only one quote was submitted by Traffic Control Corporation which represents RTC Manufacturing locally in the amount of $19,000. This is a very specialized piece of equipment and only a limited number of manufactures provide it. In addition to the equipment City Staff is requesting $6,000 for pole installation, attached signage and electrical services. City Staff will complete the installation with the assistance of an electrician. 2. Voice, Data and Television Cabling: As with the City Hall and Police Station project, the City excluded certain equipment and its installation from the general architect and construction contracts. The labor and equipment excluded from the contracts have a line item in the project budget, but by soliciting bids or quotes outside the general architect contract, the City saves the fee for having the architect manage the acquisition. It also allows the City to solicit equipment consistent with systems used in other City buildings - such as with the phone system and furniture - which streamlines the management of the system and provides the City with maximum flexibility. Other labor and equipment solicited in this manner for Fire Station NO.2 include furniture, phone system, AV equipment, and appliances. The estimated budget for the telephone system and the cabling is $15,000. At the May 19, 2008 Council meeting, the Council authorized acquisition of the telephone system in the amount of $3885.18. A request for quotes for the cabling work was prepared that included equipment specifications and the electrical plan sheet for Fire Station NO.2 identifying the voice/data and TV locations. The RFQ was sent to each of the companies that had contacted the City inquiring about the cabling project. A site visit was also conducted to allow interested parties the opportunity to understand the construction site and ask any additional questions. Two amendments were made to the original request for quotes; (1) changing the minimum specification for CAT 5E cable from 400 MHz to 350 MHz (400mhz cable is not available in CA T 5E), and (2) requiring the extension of service lines to a relocated demark location within the building that is more secure. The City received a total of three quotes on the cabling project which ranged from a low of $6,766.00 to $8,198.30. All quotes include materials, labor, delivery, equipment rental if any, and sales tax. Phone GUYS, Inc. Parallel Technologies, Inc. TriCOM Communications Inc. The low bid of $6,766.00 (combined with the telephone system bid already awarded of $3885.18) is $4,248.82 under the $15,000 estimate. Staff is recommending awarding the work to the low bidder. Funding for this purpose would be drawn from the Building Fund. 02 Station Conclusion In order to complete Fire Station NO.2 on schedule the City should move forward with the installation of the advanced warning flasher system and voice/data/television cabling. ISSUES: Advance Warnino Flasher Svstem. The original Fire Station Budget did not include the advance warning flasher system. The City originally had hoped that the signal for CR 21 and Fountain Hills Parkway could be installed concurrently or shortly after the Fire Station No.2 opening. An analysis of the warrants for the intersection completed last year indicated that the signal would not be warranted until after the opening of the CR 21 extension. The earliest the signal will be warranted is late 2011 or 2012. Staff felt based on our experience with Fire Station No. 1 that it would be prudent to install the system. Additionally based on the project budget sufficient funding is available to complete this work. Voice/DatalTV Cablinq. There are no apparent issues. The process for obtaining quotes is consistent with the City's purchasing policy. The staff has no reason to believe that the vendor with the low quote cannot fulfill its obligations to complete the work. The telephone system and cabling is under the estimated budget of $15,000 by $4,348.82. FINANCIAL IMPACT: The required funding is available in the Building Fund. ALTERNATIVES: 1. Approve a resolution authorizing purchase and installation of an advanced warning system for a cost not-to-exceed $25,000. 2. Approve a resolution authorizing TriCorn Communications, Inc. to complete Voice, Data and Television Cabling installation in an amount not to exceed $6,766.00. 3. Table this agenda item for a specific reason. 4. Deny this agenda item for a specific reason and provide staff with direction RECOMMENDED Alternatives NO.1 and 2. MOTION: Rev~ /1( Frank Boyk>s, Ci70 ..... R\Council\2008 .A,genda 02 C8\Fii8 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION OS-xx A RESOLUTION AUTHORIZING THE PURCHASE AND INSTALLATION OF AND ADVANCE WARNING FLASHER SYSTEM FOR FIRE STATION NO.2. Motion By: Second By: WHEREAS, The City of Prior Lake believes an advance warning flasher system should be installed at the intersection of CR 21 and Fountain Hills Parkway to permit emergency vehicles to exit Fire Station No. 2 safely; and WHEREAS, Funding for an advance warning flasher system is available in the building fund; and WHEREAS, Consistent with City Purchasing Policy a Request for Quotations was prepared and Quotes were solicited for the flasher system which will be installed by City Staff; and WHEREAS, The total cost for the flasher system is $25,000; and WHEREAS, The funds for the Fire Station No. 2 advanced warning flasher system are available in the Building Fund. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Staff is directed to complete the Fire Station advanced warning flasher system installation for an amount not to exceed $25,000 including purchase of the system from Traffic Control Corporation in the amount of $19,000. 3. Funding shall come from accounts #420-70305-530. PASSED AND ADOPTED THIS 2nd DAY OF JUNE 2008. YES NO I Haugen I Erickson Hedberg LeMair Millar Haugen Erickson Hedbe"9 LeMair Millar Frank Boyles, City Manager R:\Council\2008 Agenda Reports\06 02 08\Fire Station Re!!oluti.on !'lo 1.pOC www.cltyotpnorlake.com Phone 952.447.9800 / Fax 952.447.4245 Motion By: Second By: WHEREAS, the new Fire Station NO.2 is under construction requiring the installation of the internal cabling for the voice, data and television communication system; and WHEREAS, a "Request for Quotes" was prepared for all interested vendors; and Phone GUYS, Inc. $8,198.30 I Parallel Technologies, Inc. $7,843.98 I TriCOM Communications Inc. $6,766.00 WHEREAS, the low responsible quote in the amount of $6,766.00 representing a total package bid is under the project estimate and is recommended. WHEREAS, the following NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The project is hereby awarded to TriCorn Communications Inc. in an amount not to exceed $6,766.00. 3. Funding for this purpose shall be drawn from the Fire Station No. 2 Building Fund account #420- 70305-530. PASSED AND ADOPTED THIS 2ND DAY OF JUNE, 2008. YES NO Haugen Erickson Hedberg I LeMair I Millar Haugen Erickson Hedberg LeMair Millar Frank Boyles, City Manager R",r,()f Inril\?nnR AnF-l....d::! Ii? nR\Firp .c;t;;k,n ~jtr~WR~ke.com Phone 952.447.9800 / Fax 952.447.4245