25F - AGMT WITH HCI FOR FIRE PANEL IN PD

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 3, 2020 TITLE: APPROVE AN AGREEMENT WITH HCI SYSTEMS, INC. IN THE AMOUNT OF $245,422 TO REPLACE A FIRE PANEL AT THE POLICE DEPARTMENT JAIL FACILITY, ESTIMATED DELIVERY COST $255,422 (SPECIFICATION NO. 19-116) (GENERAL FUND) CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 11' Reading ❑ Ordinance on 2n° Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO /s/Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION 1. Authorize the City Manager to execute an agreement with HCI Systems, Inc. for the purchase and installation of an Edwards EST-3 fire alarm panel at the Santa Ana Jail, for the term beginning March 4, 2020 and expiring on December 31, 2020, with a provision for a one-year extension exercisable by the City Manager and City Attorney, in an amount not to exceed $245,422 which includes a contingency of $10,000, subject to non -substantive changes approved by the City Manager and the City Attorney. 2. Approve the Project Cost Analysis for a total estimated construction delivery cost of $255,422, which includes $235,422 for purchase and installation and a $10,000 project contingency, and $10,000 for contract administration, inspection and testing. DISCUSSION The Santa Ana Jail facility's current fire alarm system is the original fire detection system that was installed when the building was constructed in 1997. The existing Edwards IRC-3 fire panels have reached the end of their useful life and are scheduled for replacement. In order to bring the system current and ensure continued compliance with the Orange County Fire Authority, an upgrade to the system is necessary. The fire alarm panels will be upgraded to the manufacturer's latest version of Edwards EST-3 fire panels. There are a total of eight panels being replaced. This is the first of three phases to bring the Jail fire monitoring system current. The Jail's fire alarm initiating devices and audio/visual devices will be upgraded in FY 2020-21 and FY 2021-22, respectively. On October 31, 2019, PWA issued a Request for Proposals (RFP) for fire alarm system control panel replacement at the Santa Ana Jail facility. The RFP was advertised on the City's PlanetBids website. Twenty-four vendors were notified and 21 vendors downloaded the proposal files. HCI Systems, Inc. was the only firm that submitted a proposal. City staff evaluated the proposal based 25F-1