REPORT TO THE CITY COUNCIL FROM: Bryon Horn, Director Information Services Department BY: Frank D. Vawter, Assistant Director Information Services Department SUBJECT ..Title Approve the First Amendment to Service Contract with Johnson Controls Fire Protection LP in the amount of $226,021 for the update of the City's access control system (ACS) ..Body RECOMMENDATION Staff recommends Council approve the First Amendment to Service Contract with Johnson Controls Fire Protection LP (Johnson) in the amount of $226,021.00 for the update of the City's access control system (ACS) and allow the Information Services Department Director, or designee, to sign the amendment on behalf of the City. EXECUTIVE SUMMARY On January 13, 2022, the City Council approved the selection of Johnson Controls Fire Protection LP as the winning bidder for the replacement of the City's ACS, for a fixed amount of $612,200.00. During the course of the bidding and review processes, the scope of doors and buildings that the City wishes to put under access control has increased. So that ISD can accommodate the addition of the Animal Center facility and provide for unforeseen increases in the original project scope, ISD seeks the following: * The addition of the Animal Center facility, at $164,821.00, as a fixed cost engagement. * The creation of a project contingency, not to exceed 10% of the original contract amount of $612,200.00, for an amount of $61,200.00, to establish a procurement mechanism that will accommodate any unplanned increase in the scope of the original contract. ISD expects scope increases and funding to come from project requirements and departmental requests. The total requested change is not to exceed $226,021.00 for a total contract amount of $838,221.00. BACKGROUND In 2021 ISD issued an RFP for a replacement of the City's aging access control system. Johnson was selected as best value and ISD entered into a contract with Johnson to begin the system replacement. During the RFP process the City's new Animal Center was being built and was not included in the project scope. Upon selection of Johnson as the winning bidder, ISD began engaging Johnson's project staff to perform a site survey and provide a quote for the installation and integration of additional access control hardware at the Animal Center. This cost is included in the budget for the Animal Center and no additional appropriations are needed. Further, ISD seeks, via the amendment to the service contract, to establish a contingency amount not to exceed 10% of the total, original project cost, or $61,200.00. We anticipate that over the duration of the project's execution, expected to take 8 months, there will be requests for adding access control to existing, or new, doors and gates in the City. Funding for these additional access control points would come from the departments, or projects, requesting the scope increase. ENVIRONMENTAL FINDINGS Pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15378, this item is not a project for the purposes of CEQA. LOCAL PREFERENCE Local preference is not a factor as this is an amendment to an existing contract. FISCAL IMPACT The FY2022 Adopted Budget for the Animal Center includes sufficient appropriations to fund this project. Appropriations for the contingency will be included in the FY 2023 Proposed Budget. Attachments: First Amendment to Service Contract Quote