AGENDA TITLE:
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Adopt a Resolution Authorizing the City Manager to Execute the Professional Services Agreement with Quest Technology Management, of Roseville, for Lodi Jail Intercom and Door Control System Replacement ($140,000), Execute Change Orders ($10,000), and Reallocating Funds ($150,000) (PW)
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MEETING DATE:
June 18, 2025
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution authorizing the City Manager to execute the professional services agreement with Quest Technology Management, of Roseville, for Lodi Jail Intercom and Door Control System Replacement in an amount not-to-exceed $140,000, execute amendments in an amount not-to-exceed $10,000, and reallocate funds in the amount of $150,000.
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BACKGROUND INFORMATION:
The Police Department utilizes a complex video and intercom system for controlling certain doors remotely, monitoring and communicating with people in jail cells, and communicating with people outside of the building after regular business hours. This system was installed with the original building construction in 2003 and is critical to the efficient and safe operation of the City’s jail.
In January of this year, a portion of the system failed which prevented communication and remote door operation from the dispatch center. Due to the age of the system, the majority of the parts and components necessary for the repair are no longer available, and an attempt to fix the issue actually made the problem worse. The consultant was able to get the system back in its partial functionality, and the Public Works’ electricians were able to provide a temporary solution to remotely open the doors for inmate transfers from the dispatch center. The antiquated and unreliable system needs to be replaced to ensure operational efficiency and safety.
Lodi Municipal Code Sections 3.20.070 and 3.20.075, provide that formal bidding is not required for items where the professional or technical requirements preclude competitive bidding. Because of the specialized security technology and services needed for this installation, the formal competitive bidding process was not required for this item. Therefore, the Facilities Division reached out to four companies that are capable of installing these systems. Of the four companies, two provided proposals and two declined. Proposals were received Quest Technology Management ($135,172.76), and R&B Electronics (base proposal of $145,000, with add-on options up to $300,000). The R&B Electronics proposal that was comparable to Quest’s proposal included some of their add-ons, totaling $225,000. Due to recent tariffs on Canada (after the proposal was received), one item in the Quest proposal is likely to increase by approximately $3,000. The exact amount will depend on the tariffs in-place at the time of purchase. This variable is the reason behind the authorization being a not-to-exceed amount of $140,000.
The Police Department contacted a number of different jail and detention facilities (the list was provided by Quest) to verify the adequacy and effectiveness of the system and team being proposed by Quest. Based on these verifications the Police Department is confident in proceeding with the system as proposed by Quest.
Staff is recommending authorizing the City Manager to execute change orders in an amount not-to-exceed $10,000, in order to provide for any additional components and/or wiring that may be necessary to replace once the old system is removed.
Staff recommends authorizing the City Manager to execute the professional services agreement with Quest Technology Management, of Roseville, for Lodi Jail Intercom and Door Control System Replacement in an amount not-to-exceed $140,000, execute change orders in an amount not-to-exceed $10,000, and reallocate funds in the amount of $150,000.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
FISCAL IMPACT:
This project has no direct long-term fiscal impacts.
FUNDING AVAILABLE:
The following funds are being reallocated to this project:
431 - Capital Outlay/General Fund - (GFCP-25001): $ 70,000
(Savings from City-Wide Space Planning Contract)
Clerk’s Misc. Professional Service Fund (10005000.72450): $ 60,000
(Savings from 2024 General Election)
Police Support Services Misc. Professional Services (10031004.72450) $ 10,000
Risk’s Worker’s Compensation Fund Misc. Prof. Service Fund: $ 10,000
(66525100.72450) ______________
Total Reallocated: $150,000