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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 2, 2019 <br />TITLE: <br />INCREASE PURCHASE ORDER <br />AGGREGATE AMOUNT BY $25,000 WITH <br />HCI SYSTEMS, INC. FOR FIRE ALARM <br />TESTING AND INSPECTION AT THE JAIL <br />(SPECIFICATION NO. 19-020) <br />(STRATEGIC PLAN NO. 1,5) <br />CLERK OF COUNCIL USE ONLY: <br />Id1»ZSIT/;qW <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on I't Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />CITY MANAGER <br />RECOMMENDED ACTION <br />Authorization to increase aggregate amount with HCI Systems, Inc. by $25,000 for an annual <br />amount not to exceed $50,000, for a one-time payment of purchase order for fire alarm testing and <br />inspection at the Jail, subject to non -substantive changes approved by the City Manager and City <br />Attorney. Funds have been accounted for in the Police Department's Building & Facility account. <br />DISCUSSION <br />The Santa Ana Police Department and Jail's five -level high rise facility contains a Fire and Life <br />safety system. The system requires routine inspections and testing exercises to ensure optimum <br />readiness since the facilities are a 24/7 operation and house detainees, in accordance with Orange <br />County Fire Authority and NFPA standards. The inspections and testing exercises are conducted <br />semi-annually. The equipment inspected consists of a fire pump, fire hydrants, fire connections <br />points, post indicator valves (PIV), pull stations, tamper alarms, main alarm panels, smoke <br />detectors, duct detectors, fire risers, fire hoses, fire sprinklers, fire phones, fire doors, audible and <br />visual devices and water flows. Each visit is quite complex, typically involving five to six inspectors <br />over a three- day period. <br />Informal quotes were solicited by the Police Department and the lowest quote was selected as a <br />reliable vendor. Each inspection is approximately $9,000 and performed twice a year, therefore <br />$18,000 is needed to complete the purchase. It is also recommended that an additional $7,000 be <br />available for deficiencies corrections that are needed as a result of the inspections and for <br />emergency repairs. A purchase order for $25,000 with HCI is being requested to cover these <br />expenses. Prior purchases combined with this purchase order exceeds the $25,000 aggregate limit <br />and therefore requires Council approval. <br />22B-1 <br />