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Home My WebLink AboutR-2192 - Authorizing the purchase and acquisition of goods and services for replacement the jail door and security facilities, waiving public bid requirements,t,c:'J11~:!fttu4 1'1~/IH~ ~, CITY OF MAR YS VILLE ~:-~::) Marysville,Washington RESOLUTION NO.~ A RESOLUTION OF THE CITY OF MARYSVILLE AUTHORIZING THE PURCHASE AND ACQUISITION OF GOODS AND SERVICES FOR REPLACEMENT OF JAIL DOOR AND SECURITY FACILITIES, WAIVING PUBLIC BID REQUIREMENTS, AND DECLARING AN EMERGENCY TO EXIST. WHEREAS,the City of Marysville operates a jail facility located at its Public Safety Building at 1635 Grove Street, Marysville,Washington;and WHEREAS,the City'sjail facility contains a sophisticated and unique door which is fully integrated with an electronic security system associated therewith; and WHEREAS,the jail door system has had repeated problems,breakdowns and failures which are more fully detailed in the Memorandum attached and incorporated as Exhibit A; and WHEREAS,the history of problems, failures and breakdowns with the jail door system pose a significant risk to the health, safety and welfare of City jail staff, Police Department employees, jail inmates and the general public as more fully detailed in the Memorandum attached hereto as Exhibit B; and WHEREAS, the above-described circumstances create an emergency which requires immediate remediation and replacement or the City's ability to provide safe and secure jail services may be impaired; NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MARYSVILLE,WASHINGTON AS FOLLOWS: I. An emergency exists, and property or persons within the City would suffer material injury or damage by delay, and the public health, safety and welfare would suffer material injury or damage by delay, and such emergency is now hereby proclaimed. 2. The existence of such emergency, and the facts constituting the emergency, are set out in the recital paragraphs ofthis Resolution and Exhibits A and B. Said facts and circumstances are hereby adopted as findings of the Marysville City Council. 3. The City Council does hereby waive the requirements ofRCW 35A.40.21O(2)and RCW 35.23.352 requiring public bidding to contract for repair,restoration or replacement of the jail door and associated security system and remediation of the emergency. 4. The City Council directs Staff to enter into an emergency work contract with the most qualified vendor and contractor to repair the damage and/or to appropriately replace and RESOLUTION - 1 W/mv/res.jail door ,•f restore the jail door and security facility.The City Council hereby authorizes entry into an appropriate emergency works contract with a qualified contractor and vendor for said emergency work. PASSED by the City Council and APPROVED by the Mayor this ~day of October, 2006. CITY OF MARYSVILLE By~w~i~~d1 DENNIS KENDALL,Mayor ATTEST: B1;~('~Clerk Approved as to form: By~<LJ~ GRANT K.WEED,City Attorney RESOLUTION - 2 W/mv/rcs.jail door .'.;., 1MalYOF~::::=:::ry~~WASIiINGTO~p -' MEMORANDUM PUBLIC WORKS PaulA.Roberts,Dffector 80 Columbia Avenue Marysville,Washington 98270 Phone (360) 363-8100 Fax (360) 363-8284 cLmarysville.wa.us EXHIBIT A To: From: Date: RE: MarySwenson,Chief Administrative Officer MikeShepard,Fleet &FacilitiesManager October18,2006 PublicSafetyBuilding- Jail DoorControls Replacement Project In CY 2005 Facilities beganworkingon a projectto remodelthejail and add a lObed dormitoryanddayroom. At this timeFacilitiesandthe PoliceDepartmentreceiveda memorandum on April26, 2005fromTomKing urgingus to considerreplacingthe antiquated andobsoletedispatchcontrolboardwhichis an integralcomponent of thejail door control system.Tom statedthathe hashad to makeemergencyrepairsonnumerous occasionsusingsparepartsthat take severalweeksto orderand receive.Tom also mentioned thatthesystem couldhavea catastrophicfailuredue to its ageandthat it could takeweeksto repair.Hementionedthata situationlikethis will havesevere ramifications tojail operationsand createa realsafetyproblemforjail inmatesand custody officers. TheFacilitiesDivisionand PoliceDepartmentrecognizedtheneedto addressthese problemswiththejail door controls,intercoms,VHStaping,and camerasystemsandhad informedCityAdministration of our intentto includethejail doorcontrolsworkin the jail remodelproject.A decision wasmadeto combinebothprojectsandmoveforward withdesignandbidding.Total availablebudget for construction was $237,820.00 andthe lowbid received on April 26,2006 for theprojectwas $581,560.00.JusticeSystems Corporation wasthe only subcontractorwho submittedabid for thejail doorcontrols portion of thecontractin the amountof$181,500. Both projectswerecanceleddue to insufficient fundingand a decisionwasmade to rebid thejail door controlsusing the available funding. Duringthis timethe City of Marysvillewasworkingon a plan to relocate 911 Dispatch operationsto SnohomishCounty.The decisionwas finalizedto relocate 911 operations, I f ,f \. which prompted the requirement to move the jail door controls from the old 911 Center in to the Records Center just down the hall by January 1,2007.Without 911 operator in the center there would be know one to control and monitor the jail door control systems so the decision was made to relocate the controls Facilities staff quickly began working on the project and understood the cost of the project to be approximately $183,000. Based on this cost estimate the project was bid using the Small Works procurement process. The . maximum allowable bid for this process is $200,000 including tax. The project was redesigned to move the head end controls to the Records Center and bids were received on October 5, 2006 in the amount of $240,176 including tax.There was only one bidder, Justice Systems Corporation.It was later learned that the $183,000 estimate did not include conduit, camera control cabling, 120V electrical wiring and other miscellaneous work. This work was to be completed by the general contractor bidding on the jail remodel portion of the project. Based on the $200,000 cap for Small Works the bid will be rejected.Time has run out on completing this project by January I, 2007. Each day beyond January I, 2007 poses real safety issues for the Police jail staff, inmates, and others who work in the building.It is imperative that the system be replaced and the controls be relocated to the Records Center so that the system can be controlled and monitored 7/24 and to address safety concerns associated with jail operations. The Facilities Division recommends processing an emergency resolution and re-bid the project by soliciting bids from only two contractors,Justice Systems, Corp.ofIssaquah,WA and Engineered Control Systems of Spokane,WA.These two companies are the only two in the State that have the expertise to bid and complete the work associated with this project as soon as possible. Attachments: Cc: Paul Roberts, Public Works Director Sandy Langdon, Finance Director Robert Turner,Chief of Police 2 ~..~.t.1 l DATE: TO: FROM: RE: October 19, 2006 John H. Turner, Police Chief Ralph Krusey,Commander Jail Security EXHIBIT B This Memorandum is intended to address the issues surrounding the Jail Door Control Board, Facility and Jail Video Monitoring and Jail Door Locks. The information comes from a variety of sources;work history,observation,and availability of parts. The Control Board is a panel located in Dispatch and monitored by Dispatchers.The Control Board works with the Facility and Jail Video Monitoring System. The dispatcher is able to see on the video monitor who is requesting access to or from a location.The dispatcher can then activate the door control. The control panel operates all cell doors, as well as all ingress and exit doors. Each door has a call button to alert the dispatcher.The alert can be made in two ways, one is by a button and the second is sound activated.This is to allow monitoring of unusual incidents in the cells and areas monitored by the control panel. This is for the safety of the inmates, such as when there are fights in cells out of visual monitoring,or injuries or illnesses in a cell.It is also for officer safety.The monitoring system allows the dispatcher to open doors from the control panel. In the event an officer is unable to unlock a door or a door lock is disabled. The Jail Door Control Board and Facility and Jail Video Monitoring are a key essential part of the jail operation.It provides for the safety ofthe inmates and the officers.It allows for ingress and exit to the facility. The control panel needs to be moved as soon as possible to the Records area so that it can be monitored 24/7. The current Jail Door Control Board,Facility and Jail Video Monitoring and Jail Door Locks are marginal and pose several problems that need to be promptly resolved.The system needs to be operational 24/7.The amount of time that the system is inoperable increases the potential for an inmate or an officer to become injured and increases our inability to respond timely. RK:cw cc: Mike Shepard, Fleet &Facilities Manager