HomeMy WebLinkAbout22B - SPEC - JAIL FIRE ALARM SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 2, 2019
TITLE:
INCREASE PURCHASE ORDER
AGGREGATE AMOUNT BY $25,000 WITH
HCI SYSTEMS, INC. FOR FIRE ALARM
TESTING AND INSPECTION AT THE JAIL
(SPECIFICATION NO. 19-020)
(STRATEGIC PLAN NO. 1,5)
CLERK OF COUNCIL USE ONLY:
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❑ As Recommended
❑ As Amended
❑ Ordinance on I't Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorization to increase aggregate amount with HCI Systems, Inc. by $25,000 for an annual
amount not to exceed $50,000, for a one-time payment of purchase order for fire alarm testing and
inspection at the Jail, subject to non -substantive changes approved by the City Manager and City
Attorney. Funds have been accounted for in the Police Department's Building & Facility account.
DISCUSSION
The Santa Ana Police Department and Jail's five -level high rise facility contains a Fire and Life
safety system. The system requires routine inspections and testing exercises to ensure optimum
readiness since the facilities are a 24/7 operation and house detainees, in accordance with Orange
County Fire Authority and NFPA standards. The inspections and testing exercises are conducted
semi-annually. The equipment inspected consists of a fire pump, fire hydrants, fire connections
points, post indicator valves (PIV), pull stations, tamper alarms, main alarm panels, smoke
detectors, duct detectors, fire risers, fire hoses, fire sprinklers, fire phones, fire doors, audible and
visual devices and water flows. Each visit is quite complex, typically involving five to six inspectors
over a three- day period.
Informal quotes were solicited by the Police Department and the lowest quote was selected as a
reliable vendor. Each inspection is approximately $9,000 and performed twice a year, therefore
$18,000 is needed to complete the purchase. It is also recommended that an additional $7,000 be
available for deficiencies corrections that are needed as a result of the inspections and for
emergency repairs. A purchase order for $25,000 with HCI is being requested to cover these
expenses. Prior purchases combined with this purchase order exceeds the $25,000 aggregate limit
and therefore requires Council approval.
22B-1
Increase Purchase Order Aggregate Amount with HCI Systems, Inc.
April 2, 2019
Page 2
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Goal # 1 — Community Safety,
Objective # 5 (provide high quality Police and Fire/Emergency Medical Services response within
the City of Santa Ana).
FISCAL IMPACT
Funds in the amount of $25,000 are available in the FY 18-19 Police Department's Building &
Facility account (01114403-62300).
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Chief of Police
Santa Ana Police Department
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APPROVED AS TO FUNDS AND ACCOUNTS:
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Ka tlhrynDCPA
Executive Director ,axC2�)
Finance and Management Services Agency
22B-2