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HomeMy WebLinkAbout03-05-2019 Item 08 - South Hills Radio Site Upgrades Department Name: Public Works Cost Center: 1101 For Agenda of: March 5, 2019 Placement: Consent Estimated Time: N/A FROM: Daryl Grigsby, Public Works Director Prepared By: Shelsie Kloepper, Engineer II SUBJECT: SOUTH HILLS RADIO SITE UPGRADES PROJECT, SPECIFICATION NO. 91584 RECOMMENDATION 1. Approve the project plans (Attachment A) and specifications (Attachment B) for the South Hills Radio Site Upgrades Project, Specification Number 91584; and 2. Authorize staff to advertise for bids; and 3. Authorize the City Manager to award the construction contract for the bid total if the lowest responsible bid is within the publicly disclosed funding amount of $650,000. DISCUSSION Background The City’s primary radio site is located in a City leased space at the to p of South Hills. This site was constructed in the 1980’s, has served the City well over the past 30 plus years, but is now failing. This equipment provides day to day public safety radio communications. The South Hills site as well as the additional radio sites at Fire Stations 2 and 3, and the 919 Palm Parking Structure make up the City’s communication network. The City’s communication sites were upgraded in Spring of 2010, as part of the Citywide Radio System upgrade project. At that time a radio signal strength survey was performed, and the system met or exceeded all requirements. Since that time, signal strength has degraded due to new building construction and tree growth. Police Officer and Firefighter mobile and handheld radios transmit a 5-watt signal. In some locations in the City these mobile and handheld radios cannot communicate with dispatchers. The South Hills communication shelter, towers and equipment need to be replaced. The existing fiberglass shelter, which houses critical radio and network equipment, has decayed over the years, is not structurally sound or waterproof. Interim repairs have been made, but the shelter needs to be replaced. In addition to a new shelter, the communications equipment and towers need to be replaced in order to provide a stronger communication signal. Packet Pg. 37 Item 8 This project consists of the removal and replacement of the existing radio shelter, generator, and antenna poles. The project will include a new prefabricated structure to enclose and protect the existing radio and network equipment . A new generator will be installed to power the facility in case of an emergency or loss of power. Lastly, a new 100’ radio tower will be built to boost signal reception and transmission at the site. This project needs to be constructed during the summer due to the site access conditions. The project site is at the top of South Hills and is accessed by a narrow and steep gravel road. The road is in poor condition during the rainy season and would be challenging to access this site during the winter months. Previous Council or Advisory Body Action This project was identified in the 2017-19 Financial Plan that was approved by Council. Policy Context Per the October 2018 Financial Management Manual, Council approval is required for P ublic Projects that cost over $175,000. Public Engagement Public engagement was done during the initial identification of this project to be included in the 2017-19 Financial Plan. This is a critical public safety project and a high priority for the City. CONCURRENCE There is concurrence from the Community Development Depart ment through the review of the project for building permit issuance. This project also has concurrence from the Information Technology Division through their review of the project plans and special provisions. ENVIRONMENTAL REVIEW Staff recommends finding this project exempt from environmental review under Section 15302 Class 2 (Replacement or Reconstruction) of the California Environmental Quality Act (CEQA) Guidelines because the project proposes to replace the existing radio site with similar equipment. The project is consistent with the applicable general plan policies as well as with applicable City Regulations. A Notice of Exemption will be filed through the Community Development Department upon Council approval of the project. Packet Pg. 38 Item 8 FISCAL IMPACT Budgeted: Yes Budget Years: 2017-2019 Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Additional Budget Request Current Funding Request Annual Ongoing Cost General Fund $397,790 $352,210 $750,000 State Federal Fees Other: Total $397,790 $352,210 $750,000 Project Cost Estimate Construction Estimate $650,000 Contingency (14%) $91,500 Materials Testing $8,500 Total for Project $750,000 The South Hills Radio Site Project was originally identified in the 2017 -2019 Financial Plan, Section E – Capital Improvement Plan, pages E2-62 through E2-64 with an approved budget of $523,500. This project is funded by the Local Revenue Measure. This funding was planned to support this project as well as the communications improvements at Fire Stations 2 and 3. A portion of this budget was spent for the design of the South Hills Radio Site Upgrades Project and the Fire Station 2 Tower Pro ject. There is currently a balance of $397,790 in the 91584 Award. Additional funding of $352,210 is proposed in the 2019-21 Financial Plan Capital Request (CIP) to provide adequate funding for the South Hills Radio Site Upgrades Project due to increased construction costs. If the budget is approved as proposed, the additional funding will be available July 1, 2019, bringing the funding available balance in the account to $750,000. This proposed project is recommended to be awarded prior to the new fiscal year, July 1, 2019, but the contract working days would not start until the 2019-21 Financial Plan is adopted by Council and new funding is made available. If the additional funding is not provided in the 2019-21 Financial Plan, the contract would be terminated. Staff is recommending this project be approved for advertising in advance of final budget adoption to allow for award of the project and project completion prior to the rainy season of 2019. This project has a difficult access road therefore ma king construction during the rainy season impractical and unsafe. Packet Pg. 39 Item 8 ALTERNATIVES 1. Deny authorization to advertise and direct staff to redesign the project within the available existing budget . This is not recommended since the project will not be able to provide the needed site upgrades to improve radio signals from public safety personnel. 2. The Council could choose to deny authorization to advertise and allocation of additional funding. This is not recommended since the project was identified in the 2017 -19 Financial Plan and is a critical safety concern for the Police and Fire Departments. Attachments: a - Council Reading File - Project Plans b - Council Reading File - Project Special Provisions Packet Pg. 40 Item 8