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HomeMy WebLinkAboutItem 22 - Agreement for Jail Security and Control System Upgrade Consulting ServicesPolice Department www.santa-ana.org/pol ice Item # 22 or City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report August 20, 2024 TOPIC: Jail Security and Control System Upgrade Consulting Services AGENDA TITLE Agreement with Pennell Consulting, Inc. for Jail Security Control System Upgrade Consulting Services (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Pennell Consulting, Inc. to provide consulting, system design, and project management services to the City of Santa Ana Police Department Jail for a three-year term beginning August 20, 2024 and ending August 19, 2027, with two one-year extension options, in an amount not to exceed $193,184 (Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Santa Ana Police Department Jail (SAJ) is a 502-bed, direct supervision correctional facility designed and constructed from 1996-1997. As with any correctional facility, the security control system plays a significant role in its safe operation. This system controls door locks, intercoms, sallyports, facility water and lighting, and elevators. It must seamlessly integrate with emergency alarms, fire detection devices, digital video surveillance, and other related systems. Since its original design in 1996, the security controls system at SAJ has remained largely unchanged. Incremental improvements have been made to support continued functionality, but the control hardware has not been significantly upgraded since it was first installed. Due to the system's age, many components are obsolete and difficult to maintain or replace. On September 12, 2023, the Police Department and the Public Works Agency released Request for Proposal (RFP) No. 23-140, seeking consulting and project management services from firms with the specialized expertise necessary to assist the City in planning and designing a contemporary security control system for SAJ. This project Jail Security and August 20, 2024 Page 2 Control System Upgrade Consulting Services phase consists of a focused system inspection and needs assessment, replacement system design and specification, assistance with the creation and review of the RFP for the construction phase, and project management services through the end of construction and acceptance. The RFP was advertised on the City's online procurement management and publication system, with Proposals due on October 10, 2023. Three proposals were received and evaluated by a selection committee. Based on the criteria outlined in the RFP, the following summarizes the top three responding firms and their ranking: Firm City Rank Pennell Consulting, Inc. Lakewood 1 Guidepost Solutions LLC Los Angeles 2 P2S Inc. Long Beach 3 Staff recommends awarding an agreement (Exhibit 2) to Pennell Consulting, Inc. to provide consulting, system design, and project management services based on the scope of work and selection criteria outlined in RFP 23-140. Their proposal demonstrated the firm has the necessary capacity and expertise to complete the required services. The firm's rates are reasonable and within industry standards, the team qualifications are appropriate for this project, and the proposal was determined to provide the best value for the City. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding will be available in the FY 2024-25 budget upon City Council approval of carryforward from FY 2023-24. Funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration as follows: Accounting Unit — Fund Accounting Unit — Fiscal Year Account No. Description Account No. Amount Description General Building & Facility, FY 24-25 01114403-66200 Fund Buildings & Building $ 79,715 Improvements General Building & Facility, FY 25-26 01114403-66200 Fund Buildings & Building $ 45,906 Improvements General Building & Facility, FY 26-27 01114403-66200 Fund Buildings & Building $ 67,563 Improvements Jail Security and Control System Upgrade Consulting Services August 20, 2024 Page 3 Total $193,184 The amounts above are estimated projections and are subject to change. EXHIBIT(S) 1. Location Map 2. Consultant Agreement with Pennell Consulting, Inc. Submitted By: Robert Rodriguez, Acting Police Chief Approved By: Alvaro Nunez, City Manager - PROJECT LOCATION EXHIBIT 1 SANTA ANA PWA PUBLIC WORKS AGENCY EXHIBIT 1 AGREEMENT BETWEEN PENNELL CONSULTING, INC. AND CITY OF SANTA ANA TO PROVIDE JAIL SECURITY AND CONTROL SYSTEMS UPGRADE ASSESSMENT THIS AGREEMENT is made and entered into on this 20th day of August 2024, by and between Pennell Consulting, Inc. ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On September 12, 2023, the City issued Request for Proposals No. 23-140, incorporated by reference herein, seeking consulting firms to perform a jail security and control systems upgrade assessment. The City desired the consulting firms to have specialized special skills and knowledge in the fields of consultation, system design, and project management services pertaining to correctional facility security controls systems and related technologies including but not limited to; security systems, user interfaces, access control systems, video surveillance systems, intercom systems, duress alarm systems, telecommunications systems, and system integrations. Services were to include but not limited to: current and future capabilities assessment, needs evaluation, review and recommendation of appropriate hardware and software components, request for proposals creation, evaluation of bids, contract review, and construction project management, B. Consultant represents it is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents it is knowledgeable in its field and any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Scope of Services - Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in the Cost Proposal - Exhibit B, attached hereto and incorporated by reference. Payments shall be made under the following schedule: Upon execution/Upon Start of Phase 1: Site Investigation and Project Design $61,785 Upon Start of Phase 2: Project Procurement $17,930 Upon Start of Phase 3: Construction/Installation $95,906 The total cost for Phases 1 through 3 is $175,621.00. The total amount to be expended during the term of this Agreement shall not exceed $193,183.10, which includes a 10% contingency fee of $17,562.10. b. Consultant shall invoice City upon the start of each phase for services performed pursuant to this Agreement. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. City and Consultant agree that all payments due and owing under this Agreement shall be made through Automated Clearing House (ACH) transfers. Consultant agrees to execute the City's standard ACH Vendor Payment Authorization and provide required documentation. Upon verification of the data provided, the City will be authorized to deposit payments directly into Consultant's account(s) with financial institutions. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on the date first written above for three (3) years, with the option for the City to grant up to two (2), one (1) year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below. The total term of the agreement shall not exceed five (5) years. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require any subcontractors to obtain and maintain insurance as described below for the entire Term of this Agreement against claims for injuries to persons or damage to property which may arise from or in connection with services, products and materials supplied to City. Total cost of such insurance shall be borne by Consultant. MINIMUM SCOPE AND LIMIT OF INSURANCE Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate. Required policy limits can be met with primary and umbrella/excess insurance policies. 2. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), with limits no less than $1,000,000 combined single limits. 3. Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident, policy or employee, for bodily injury or disease. 4. Professional Liability Insurance: with limits no less than $1,000,000 per occurrence or claim, and $2,000,000 aggregate. If Consultant maintains broader coverage and/or higher limits than the minimum requirements for each line of coverage shown above, City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City. Other Insurance Provisions The above required insurance policies are to contain or be endorsed to contain the following provisions: 1. City, its City Council, its officers, officials, employees, agents, and volunteers are to be covered as additional insureds, under Consultant's CGL, and Automobile Liability policies, with respect to any liability arising out of work or operations performed by or on behalf of the Instructor including materials, parts, equipment, and personnel furnished in connection with such work or operations. 2. Consultant's Insurance company(ies) agrees to waive all rights of subrogation against City, its City Council, its officers, officials, employees, agents, and volunteers for losses paid under the terms of any policy which arise from work performed by Consultant under this Agreement. 3. For any claims related to this contract, Consultant's insurance coverage shall be primary and any insurance maintained by City, its City Council, its officers, officials, employees, agents, or volunteers shall not contribute with it. 4. A severability of interest provision must apply for all the additional insureds, ensuring that Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the insurer's limits of liability. 5. Insurance policies required herein shall provide that coverage shall not be canceled, suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or materially changed except after thirty (30) days prior written notice has been given to City. Ten (10) days prior written notice shall be provided to City for policy cancellation or non -renewal due to non- payment of premium. 6. Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa Ana, 20 Civic Center Plaza, Santa Ana, CA 92701. The name and location of project must be included in the Description of Operations section of each certificate. Self -Insured Retentions Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Acceptability of Insurers Insurance is to be placed with insurers authorized to conduct business in the State of California with a current A.M. Best rating of no less than ANII, unless otherwise acceptable to City. Claims Made Policies If any of the required policies provide coverage on a claims -made basis: 1. The Retroactive Date must be shown and must be before the date of the contract. 2. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of work. 3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a Retroactive Date prior to the contract effective date, Company must purchase "extended reporting" coverage for a minimum of three (3) years after completion of work. Verification of Coverage Consultant shall furnish City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive Consultant's obligation to provide them. City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Special Risks or Circumstances City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, excluding fees and costs for special counsel to be selected by the City, regarding any action by a third parry challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. Except for liability arising out of the negligent operations of Contractor, its subcontractors, agents, employees, or other persons acting on it behalf while performing under this Agreement, in no event will the cost of the indemnity, including attorney fees, exceed the compensation paid to the Consultant by the City under the terms of this Agreement. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92701-1988 Facsimile 714- 647-6956 With courtesy copies to: Chief of Police City of Santa Ana 60 Civic Center Plaza (M-97) P.O. Box 1981 Santa Ana, CA 92702 Facsimile (714) 245-8007 To Contractor: Robert C. Pennell Pennell Consulting, Inc. 400 S. Jefferson, Suite 301 Spokane, WA 99204 Facsimile: (509)747-1872 A party may change its address by giving notice in writing to the other parry. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. IN WITNESS WHEREOF, the parties hereto have execrated this Agreement the date and year first above written. ATTEST: JENNIFER L. HALL City Clerk APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: N �—� TAMARA BOGOSIAN Senior Assistant City Attorney RECOMMENDED FOR APPROVAL: ROBERT RODRIGUEZ Acting Chief of Police CITY OF SANTA ANA ALVARO NUNEZ Acting City Manager PENNELL CONSULTING INC.: ROBERT C. PENNELL President (a EXHIBIT A CITY OF SANTA ANA EXHIBIT I SCOPE OF SERVICES Consultant shall perform services as set forth below. Santa Ana Jail Facility Overview and Requirements A. The PSIM is comprehensive and used to manage and/or interface with the following subsytems: • 256 regular cells • 5 temporary holding rooms • 3 attorney rooms • 10 booking cells • 6 elevators 15 interior sliding doors • 5 sally ports with sliding doors • 7 sally ports with swinging doors • 30 swinging doors • 9 subpanels that operate local power, lighting and paging • 1 subpanel that controls local cells, power, and lighting • Duress alarm system • Existing Fire Control Panel Existing CCTV System B. Required Features: 1. Efficient facility control requiring a single operator. 2. Main control room redundancy to mitigate operational impact due to malfunction. 3. Minimized maintenance costs. 4. Ability to upgrade technology as software and systems evolve over time. II. Phase 1: Consultant Requirements and Project Objectives A. System Inventory and Assessment — Perform a comprehensive inventory and assessment of the existing jail access control system and its components as well as other available systems and components (e.g., subsystems) relevant to meeting project objectives. B. Conduct onsite inspections and reviews of the security controls system currently in place, including but not limited to hardware, software, equipment room space and configurations, conduit space and configurations, and electrical capacity and configuration. C. Inspect and review of the security controls systems currently in use and, through in-depth communications and collaboration with City staff, devise a needs assessment for a comprehensive update of this system. D. This collaboration will require respondents to identify and explain currently implementable technology options available for the various aspects of the replacement PSIM. a CITY OF SANTA ANA E. Work with Santa Ana Police Department staff to finalize the preferred option for the PSIM and related subsystems and any alternates to be included in the Request for Proposal to follow this assessment. F. Develop a Cost Projection and Schedule Report for services related to the design, building, and implementation of replacement PSIM, including services and work related to the removal of the current jail security and controls system and long-term maintenance services. G. Develop a project timeline estimate based upon Consultant's experience working with similar size projects with municipal clients. H. Integrate knowledge gained from the onsite inspection, needs assessment, PSIM industry capabilities, and create a capabilities specification and scope of work for a replacement PSIM system. Assist with combining the capabilities specification and scope of work to be published as part of the RFP for services of a design/build firm to engineer and install the replacement PSIM system. I. Provide project management services throughout the engineering/construction process, assisting City staff to monitor schedules, timelines, and to observe installation, testing and final acceptance. J. Deliverables 1. System Inventory and Assessment Report 2. Cost Projection and Schedule Report 3. Project Schedule for rollout and implementation 4. Recommendation Report for PSIM System Replacement, to include the following at minimum: • Features recommended; • Future replacement scheduels and costs; • Subsystem replacemnert/integration/recommendations • Schematic plan for system modifications • Quality assurances/vendor qualifications 5. Development of specifications documents for incorporation into RFP documents, including contractor experience. III. Phase 2: Procurement Phase(s) A. Assist City and act as lead in drafting scope of work for a subsequent Request for Proposals seeking qualified design/build firms to fulfill the needs of the capabilities specification, and provide assistance in evaluating design/build proposals received if needed. City will be the final reviewer of RFP documents, will release documents, and facilitate the solicitation process and communications in accordance with the City's established Purchasing Policies and Procedures. a CITY OF SANTA ANA B. Collaborate with City staff to identify appropriate RFP rating criteria and weighting factors to ensure bottom line evaluations can be equitably applied to all proposals. Cost analysis shall include initial, total implementation and long-term maintenance and support costs. C. Participate in pre -proposal conference with prospectivbe proposers, provide responses to contractor questions to the City's Purchaisng Department which may be included in RFP addenda. Consultant is not to communicate with any prospective proposers upon award of this contract and while performing services related to this project for the City. D. Assist City in reviewing bid submittals, finalist interviews, and selection of vendor(s) needed to implement this upgrade project. City shall make final decisions in selection of awarded contractor related to any subsequent solicitations. E. Consultant shall not consult, contract, subconsult/subcontract with any vendor, individual, firm, or entity that intends to participate in a solicitation related to this project. Any such vendor, individual, firm or entity that is contracted by the successful consultant of this contract shall be precluded from any subsequent, related solicitation. IV. Phase 3: Construction/Installation Period Services Consultant shall work with City staff to provide support with following tasks: A. Provide responses to contractor requests for information (RFI's) B. Review and recommendation for approval, disapproval, or modification of all contractor requests for payment, contractor submittal documents, and requests for Change Orders. C. General periodic inspection of contractor's work and progress. Develop schedule for progress meetings. D. Participation in periodic project job meetings E. Development and oversight of a system testing and acceptance ploan F. Issuance of Substantial Completion Document and punch list for contractto achieve Final Completion G. Issuance of Final Completion/Acceptance Document, including review of all contractor submitted as build documents. H. Post Construction Phase: The consultant will conduct a six-month Post Construction Warantee Review that shall include inspection of all system components and operations and development of a list of warrantee/repair items to be addressed by contractor under warrantee. EXHIBIT B Pennell Consulting Inc. `"`../..�����"""""' Electrical and Electronics system Design February 20, 2024 Mr. Kenneth Willard, Correctional Manager City of Santa Ana — Police Department PO Box 1981 62 Civic center Plaza Santa Ana, CA 92701 Subject: Request for Proposals No. 23-140 for Jail Security and Control Systems Upgrade Assessment Design Contract Amendment Request, DCO #01 Ken, Per the request to add Construction Management to this project, we will perform the following services in addition to the Construction Administration included in our our previous proposal: 1. Prepare change orders, as needed to address changes in scope or to address scope changes that may occur (technical portion). 2. Perform weekly Field Observations during on -site work in conjunction with progress meetings. 3. Facilitate all progress meetings to include but not limited to: (CM) a. Facilitate site coordination, two -week look ahead b. Schedule updates c. Track RFI's d. Track issues and resolutions e. Documentation for Litigation prevention f. Prepare Meeting Notes 4. Review and validate contractor's construction schedule (CM) 5. Track submittals, expected and submitted (CM) 6. Facilitate Shop Testing and acceptance (CM) 7. Facilitate testing by area as completed (CM) 8. Facilitate Systems Commissioning — Two -week Final Continuous Test (CM) 9. Track Punch List corrections/completion (CM) 10. Validate Record Documents 11. Validate contractor training proposal and materials This will increase the contract value from $123,850 to $175,621. Please let us know if you have any questions concerning this proposal. Sincerely, Robert C. Pennell, P.E. President 400 S. Jefferson, Suite #301 • Spokane, WA 99204 Telephone: 509-747-1888 9 Fax: 509-747-1872 Pennell Consulting Inc. 1p)rr,7�T Electrical and Electronics System Design RFP No. 23-140 Jail Security and Control Systems Upgrade Assessment October 10, 2023 new that has been discovered in a final presentation prior to creating the construction RFP documents. (Deliverable 5) Updated project costs and project schedule are included with each submittal (Deliverable 3). Stakeholder review meetings are held for each DID and CD submittal. Project Procurement: We will support the Santa Ana City staff with the tasks identified in the consultant RFP. We can support procurement via on-line meetings, in person with our local staff, or both. Construction Scope of Work and rating criteria: Using our team's many years of experience with this type of work, we will collaborate with City staff to review, propose, and develop a comprehensive, coordinated, and constructible, construction RFP. Our team will maintain no contact with any potential vendors. Construction Phase: We will support the Santa Ana City staff with the tasks identified in the consultant RFP. Our extensive experience in both project and construction management will complement and support the City staff where needed. Our local presence provides us with the ability to physically respond on -site same day if necessary to assist in the resolution of issues. We will respond to RFI's, product data, shop drawing, and substitution (when permitted) submittals, pay requests, and change orders. Each document is carefully reviewed and responded to. Site observations and well documented contractor progress meetings lead to successful projects and litigation prevention. We will participate in progress meetings but can also lead and document them. This is a highly technical project of which it is extremely difficult for non -technical people to lead or document. We are well versed in performing these tasks. Substantial and Final Completion requirements must be clearly stated and defined in the construction RFP documents. Once well defined, it is much easier to determine if the requirements have been met for both. Accurate Record Documents are typically difficult to obtain. Our technique is to specify that red -lined or updated as -built documents are submitted on a periodic basis in exchange for progress payments for this task. Post construction warrantee site visit is an excellent way to verify contract compliance and determine if extended warranty RFP should be issued. Cost Proposal Lump Sum Fee for Phase 1: $61,785 Lump Sum Fee for Phase 2: $17,930 Lump Sum Fee for Phase 3: $44,135 Attachments See the following for the requested Attachments A through F. Electrical and Electronics Systems Engineering Page 13