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Home My WebLink About22A - AGMT FIRE ALARM MAINTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 18, 2018 TITLE: CONTRACTS AWARD FOR FIRE ALARM SYSTEMS MAINTENANCE, REPAIR, AND INSPECTIONS (SPECIFICATION NO. 18-063) (STRATEGIC PLAN NO. 6, 1C) RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 18' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Award contracts for citywide fire alarm systems maintenance, repair, and inspections for a three- year period expiring August 31, 2021, with provisions for two one-year renewals exercisable by the City Manager, in an annual aggregate amount not to exceed $100,000 subject to non - substantive changes approved by the City Manager and City Attorney, with the following vendors: Vendor Location Cal Building Systems Brea Champion Fire Systems, Inc. Rancho Cucamonga Majestic Fire Inc. Sherman Oaks Omega Fire Inc. San Dimas Siemens Industry, Inc. Cypress Telnet VOIP, Inc. EI Segundo VFS Fire & Security Services Orange DISCUSSION City facilities are equipped with Fire and Life systems for the protection of life and property. The fire alarm systems and related system devices require inspection, preventive maintenance and repairs to ensure continued operation. Additionally, the alarm systems are tested regularly in accordance with the State of California Fire Marshall regulations and National Fire Protection Association rules. On May 16, 2017 the City Council awarded a contract to Simplex Grinnell LP for fire alarm systems maintenance. While Simplex Grinnell LP holds proprietary ownership of the software used in the fire alarm systems throughout the city, most all of the equipment can be serviced by other vendors. The 2017 contract provided uninterrupted service and State regulated compliance, while allowing staff time to solicit qualified firms and ultimately create a list of contractors that can provide services in the most efficient and cost effective manner. 22A-1 Contracts Award for Fire Alarm Systems Maintenance, Repair and Inspections September 18, 2018 Page 2 The notice inviting bids was advertised on July 24, 2018, on the City's online bid management and publication system. A summary of the bid invitations and bids received is as follows: 138 Vendors were notified 26 Vendors downloaded the bid packet 7 Bids received 0 Bid received from a Santa Ana vendor Bids were solicited, opened on August 13, 2018, and evaluated (Exhibit 1). The bids received from the recommended vendors are responsive to the specifications, meet the City's requirements and comply with prevailing wage requirements. Staff recommends awarding contracts to seven vendors to allow for competitive quotes on individual jobs and scheduling flexibility. STRATEGIC PLAN ALIGNMENT Approval of this item supports City's efforts to meet Strategic Plan Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy C (invest resources and technology to extend the service life of existing infrastructure to protect the City's investment and support a high quality of life standard). FISCAL IMPACT Funds in the amount of $83,333 are available in FY 2018-19 (September — June 2019) as follows: Department Account No. FY 2018-19 Building Maintenance- Contract Services 07310100-62300 $58,334 Building Maintenance- Misc. Operating Expenses 07310100-63001 $16,666 PWA- SARTC — Contract Services 06717650-62300 $5,833 PWA- SARTC — Misc. Operating Expenses 06717650-63001 $2,500 TOTAL $83,333 Funds for the second and third year of the contract and the two one-year renewal periods will be budgeted and made available in FY 2019-20, 2020-21, 2021-22, 2022-23 and 2023-24 as follows: 22A-2 Contracts Award for Fire Alarm Systems Maintenance, Repair and Inspections September 18, 2018 Page 3 Fuad S. Sweiss Executive Director Public Works Agency eg Exhibit: 1. Abstract of Bid W TO FUNDS AND ACCOUNTS: Sergio Vidal Assistant Director Finance and Management Services Agency 22A-3 Anticipated Expenditure FY FY FY FY FY Department Account No. 2019-20 2020-21 2021-22 2022-23 2023-24 Building Maintenance — 07310100- $70,000 $70,000 $70,000 $70,000 $11,668 Contract Services 62300 Building Maintenance — 07310100- Misc. Operating 63001 $20,000 $20,000 $20,000 $20,000 $3,333 Expenses PWA- SARTC - Contract 06717650- $7,000 $7,000 $7,000 $7,000 $1,166 Services 62300 PWA- SARTC- Misc. 06717650- $3,000 $3,000 $3,000 $3,000 $500 Operating Expenses 63001 Totals 1 $100,000 $100,000 $100,000 $100,000 $16,667 Fuad S. Sweiss Executive Director Public Works Agency eg Exhibit: 1. Abstract of Bid W TO FUNDS AND ACCOUNTS: Sergio Vidal Assistant Director Finance and Management Services Agency 22A-3 ABSTRACT OF BIDS FIRE ALARM SYSTEMS INSPECTION, REPAIR AND MAINTENANCE (16-063) (ALL FIGURES ARE HOURLY RATES) EXHIBIT 1 22A-4 Siemens Industry, Inc Cypress $156 $156 $156 $156 $203 Telenet VFS.Fire & VOIP, Inc. .Security El Segundo Orange. $185 $250 $150 $185 $300 Travel Fee: $75 $120 $135 $120 $135 $185 Truck Charge: $60 Champion Cal Fire Building Systems, Majestic Omega Vendor .Systems Inc. Fire, Inc. Fire Inc Rancho Sherman San Location Brea Cucamonga - Oaks Dimas Fire Alarm System (Normal business hours) Inspection, Testing and Maintenance $120 $195 $85- *$165 Automatic Sprinkler (Normal business hours) Inspection, Testing and Maintenance $120 $195 $85 *$165 Smoke Detector (Normal business hours) Inspection, Testing and Maintenance $120'' $195 , $85 *$145 Maintenance Requests (Normal business hours) on fire alarm sys, monitoring sys & - related equip. $120 $195 $85 $65 After Hours Labor Rate $180 $225 $125 $105 Trip Fee: Additional Charges $105 *3 hour min EXHIBIT 1 22A-4 Siemens Industry, Inc Cypress $156 $156 $156 $156 $203 Telenet VFS.Fire & VOIP, Inc. .Security El Segundo Orange. $185 $250 $150 $185 $300 Travel Fee: $75 $120 $135 $120 $135 $185 Truck Charge: $60