Memorandum

City of Lawrence

Department of Utilities

TO:	David Corliss, ACM, Administrative Services Debbie Van Saun, ACM, Community Development Services
FROM:	Tim Will, Maintenance Manager, Water Treatment
CC:	Chris Stewart, Alan Landis
Date:	October 20, 2005
RE:	Award Bid for Access Management System

Please include the following item on the City Commission consent agenda for consideration at their October 25, 2005 meeting:

Award Bid for Access Management System City of Lawrence Department of Utilities

Project Description:  Capital Improvement project for security of Kaw & Clinton Water Treatment Facilities.  Project includes computer networking of interior and exterior doors at both Kaw and Clinton Water Treatment Facilities with access control through proximity readers and computer recordings of door access.  This project was included as a recommendation from the Vulnerability Assessment of the Water Treatment plants to improve facility security.  The Vulnerability Assessment was required by regulations from the Environmental Protection Agency. 

Project Status/ Details:  Base Bids were accepted by the purchasing agent on August 30, 2005 and included the following:

Contractor:                        Base Bid Comments

Ted’s Systems, LLC            $68,100 

Overfield Corporation           $130,000   Magnetic locks with a few Electric Strikes

Huxtable & Assoc.              $212,300   Magnetic locks / Electric Strikes

Siemens Building Tech.         $249,658   Electric Strike

Bids were reviewed by Department staff.  The lowest bid from Ted’s Systems did not meet the bidding requirements.  The contractor did not visit the site to determine the scope of work as required in the bid documents.  The second bidder submitted an acceptable bid that met the specifications and bid was based on using Magnetic Locks for the majority of the doors. After reviewing the equipment with the lower bidder, Department staff requested the use of electric strikes for the majority of locks due to increased security and access capabilities. The lowest responsive bidder, Overfield Corporation submitted an increase of $35,000 to enhance/ upgrade the security system to electric strikes.  Total bid price of $165,000.

Funding:  Security improvements at the water treatment facilities were provided in the Master Plan and associated rate study adopted in 2003/ 2004.  This project will be funded from the Water Treatment Capital Improvement budget.

Action Request:  The Utilities Department is seeking approval from the City Commission to award the project to lowest responsive bidder, Overfield Corporation, and authorize the City Manager to enter into contract agreement in the amount of $165,000.