REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Contract for the Emergency Operations Center Security Upgrades Project to Arrow Fencing and Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City’s Emergency Operations Center (EOC) is maintained to be response-ready and serves as the City’s hub for emergency management activities in support of large-scale emergencies and planned events. The EOC is co-located with the Santa Clara Police Department’s Live Fire Shooting Range at 1990 Walsh Avenue, adjacent to Fire Station #2 (Attachment 1). The EOC is a critical facility for the City and must be available for activation at all times.
The Emergency Operations Center Security Upgrades Project (Project) was established as part of the FY 2024/25 and FY 2025/26 Adopted Biennial Capital Improvement Program Budget. The Project will improve site security by installing security fencing and access gates (vehicle and pedestrian) surrounding the property. The Project scope also includes associated electrical work, signage, push-pad controls and accessible parking in accordance with Americans with Disabilities Act (ADA) requirements.
DISCUSSION
In May 2025, a competitive Request for Bids (RFB) for construction of the Project was published on the City’s bid notification system, BidNet Direct. The RFB was viewed by various vendors, including contractors, suppliers, plan rooms, and builder exchanges, among others. Additional vendors were able to view the RFB as members of various plan rooms and builder exchanges. Staff also reached out directly to contractors and vendors who had viewed similar projects in the past.
On May 29, 2025, the bid opening for the Project was held via video conference. Four bids were received ranging from $558,000 to $599,530. The Bid Summary is included as Attachment 2. The lowest bid, submitted by Woida Enterprises, Inc., dba Arrow Fencing (Arrow Fencing) in the amount of $558,000, is 1.1 percent below the Engineer’s Estimate of $564,000. Arrow Fencing’s bid was reviewed by staff for compliance with the terms and conditions of the bid documents and has been determined to be the lowest responsive and responsible bid. Staff recommends awarding the construction contract to Arrow Fencing.
The award of contract will allow construction of the Project to commence. Substantial completion of the Project is anticipated by the end of 2025. The date may be subject to change based on any unforeseen conditions discovered during construction or extended delivery dates by materials or equipment suppliers. The contract includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
This project being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15311, “Accessory Structures,” as the activity consists of the construction of minor structures accessory to an existing institutional facility.
FISCAL IMPACT
The approximate cost of the contract is $558,000, plus a 15 percent contingency in the amount of $83,700 for any potential change orders, for a total not-to-exceed contract amount of $641,700. The Emergency Operations Center Security Upgrades Project in the Fire Department Capital Fund has a budget of $149,540 in FY 2025/26, including $141,980 available for this contract. Additional funding in the amount of $499,720 is needed to fund this project due to higher than anticipated material costs and scope changes, including increased fencing length to accommodate future battery storage and related microgrid equipment, requirements to incorporate ADA improvements, and an automatic vehicle gate required by the Fire Department.
To cover this additional cost, staff recommends transferring $420,348 from the General Fund - Capital Projects Reserve and $79,372 from the Electric Operating Grant Trust Fund. The electric funds would cover the portion of the Project costs attributable to the Renewable Energy Microgrid Project. The Measure I General Obligations Bond Expenditure Plan also includes $250,000 for the Emergency Operations Center. If General Obligation Bond funds are later allocated to cover a portion of these additional costs, the Capital Project Reserve would be reimbursed upon issuance of the bonds.
Budget Amendment
FY 2025/26
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Current |
Increase/ (Decrease) |
Revised |
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Fire Department Capital Fund (536) |
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Revenues |
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Transfer from the General Fund - Capital Projects Reserve |
$0 |
$420,348 |
$420,348 |
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Transfer from the Electric Operating Grant Trust Fund |
$0 |
$79,372 |
$79,372 |
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Expenditures |
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Emergency Operations Center Security Upgrades Project |
$149,540 |
$499,720 |
$649,260 |
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General Fund (001) |
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Expenditure |
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Ending Fund Balance - Capital Project Reserves |
$8,834,572 |
($420,348) |
$8,414,224 |
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Transfer to the Fire Capital Fund |
$0 |
$420,348 |
$420,348 |
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Electric Operating Grant Trust Fund (191) |
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Expenditure |
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Ending Fund Balance - Greenhouse Gas Program |
$12,714,739 |
($79,372) |
$12,635,367 |
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Transfer to the Fire Department Capital Fund |
$0 |
$79,372 |
$79,372 |
COORDINATION
This report has been coordinated with the Finance Department, Silicon Valley Power, and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15311 (Accessory Structures) of Title 14 of California Code of Regulations;
2. Award the Public Works Contract for the Emergency Operations Center Security Upgrades Project to Arrow Fencing, the lowest responsive and responsible bidder, in the amount of $558,000 and authorize the City Manager to execute any and all documents associated with, and necessary for the award, completion, and acceptance of this Project, in final forms approved by the City Attorney;
3. Authorize the City Manager to execute change orders up to approximately 15 percent of the original contract price, or $83,700, for a total project budget not to exceed amount of $641,700, in final forms approved by the City Attorney; and
4. Approve the following FY 2025/26 budget amendments for the funding of the project:
a. In the Fire Department Capital Fund, recognize transfers of $420,348 from the General Fund - Capital Projects Reserve and $79,372 from the Electric Operating Grant Trust Fund, and increase the Emergency Operations Center Security Upgrades Project by $499,720 (five affirmative Council votes required to appropriate additional revenue);
b. In the General Fund, establish a transfer to the Fire Department Capital Fund and decrease the Capital Projects Reserve by $420,348 (five affirmative Council votes required for the use of unused balances); and
c. In the Electric Operating Grant Trust Fund, establish a transfer to the Fire Department Capital Fund and decrease the Ending Fund Balance - Greenhouse Gas Program by $79,372 (five affirmative Council votes required for the use of unused balances).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Project Location Map
2. Bid Summary