That the City Council:
A. Waive formal bid procedures per La Habra Municipal Code Section 4.20.130 (B) and utilize the Informal Bidding Procedures; 

B. Award a construction contract to Scansys, Inc., of Carson, California, for the installation of fiber optic cables and surveillance cameras as part of the Remodel/Tenant Improvements at the City owned buildings at 205 South Euclid Street and 106 East First Avenue, City Project No. 6-B-23, in the amount of $43,994.05 and reject all other bids; 

C. Authorize the City Manager to execute an agreement with Scansys, Inc. and authorize staff to issue a purchase order to Scansys, Inc. in the amount of $48,394, which includes a ten percent (10%) contingency, for the installation of fiber optic cables and surveillance cameras at 205 South Euclid Street; and

D.  Authorize the amendment to the Project budget and appropriate $48,394 from available General Capital Improvement Funds to fully fund the Project, which includes up to a ten percent (10%) project contingency.

At its regular meeting of Monday, June 16, 2025, City Council awarded a contract to MDJ Management, LLC. for the remodel/tenant improvements at two City-owned buildings located at 205 South Euclid Street and 106 East First Avenue for the purpose of relocating the City's Animal Control division, certain Community Services Department staff, and to provide a new, centrally located space for the La Habra Historical Museum at 205 South Euclid Street, and the La Habra Woman's Club and La Habra Art Association relocation to 105 East First Avenue.  The remodel and tenant improvements are currently underway, and the project is expected to be completed in January 2026.  

In addition to interior and exterior improvements such as electrical, mechanical, plumbing, fire/security alarm systems, and the replacement of doors, windows, and finishers, fiber optic cables will be installed within the building located at 205 South Euclid Street.  Fiber optic cables are necessary to integrate City staff workspaces into the City's network, and for the installation of surveillance cameras throughout both premises. Integration into the City network and surveillance cameras are not needed at 106 East First Avenue since there will be no City operations from the building.

To complete the fiber optic cable and surveillance camera installations, staff solicited bids from specialized professionals and contractors with expertise in the existing system network. A total of four proposals were received, including: 

After reviewing the project proposals, staff recommends issuing a Purchase Order to the lowest apparent bidder, Scansys, Inc., for the installation of fiber optic cable and surveillance cameras at 205 South Euclid Street.  Scansys has completed similar projects in the City, including the installation of surveillance cameras at the skateboard park within La Bonita Park and fiber optic cables at another City facility. Therefore, it is recommended that the City Council authorize the City Manager to execute an agreement and issue a Purchase Order to Scansys for the installation of surveillance cameras and fiber optic cable at 205 South Euclid Street, and approve an additional allocation from available General Capital Improvement Funds in the amount of $48,394.

The Remodel/Tenant Improvements at 205 South Euclid Street and 106 East First Avenue, City Project No. 6-B-23, had a total approved construction budget of $3,145,158 within the FY 2025-2026 Capital Improvement Program. The proposed fiber optic cable and security camera work was not included in the original project scope; therefore, to facilitate the integration of the 205 South Euclid Street facility into the City network, staff recommends appropriating an additional allocation of $48,394 from available General Capital Improvement Funds for the installation of surveillance cameras and fiber infrastructure. If approved by Council, the total amended budget for the project will be $3,193,552.