HomeMy WebLinkAbout25F - AGMT WITH HCI FOR FIRE PANEL IN PDREQUEST 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
Approve Agreement with HCI Systems, Inc.
March 3, 2020
Page 2
on the criteria as outlined in the RFP, and found HCI Systems, Inc. was responsive to the RFP,
including experience working at other secured facilities of similar nature. Staff entered into
negotiations with HCI Systems, Inc. and they reduced their total proposal by $46,969, which is a
17% reduction of their initial proposal (Exhibit 1).
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet 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
The estimated total delivery cost of the project is $255,422, which includes the contract, contract
administration, inspection, testing, and contract contingency. The funding is budgeted and
available for expenditure in Fiscal Year 2019-20. The following table summarizes the estimated
expenditures:
Fiscal Year
Accounting Unit-
Fund Description
Accounting Unit, Account
Amount
Account #
Description
General Fund
$255,422
FY 2019-20
01114403-62300
Police
Building & Facility, Contract
March -June
Department
Services -Professional
Total
$255,422
Nabil Saba, PE
Acting Executive Director
Public Works Agency
David Valentin
Chief of Police
Santa Ana Police Department
NS/TC/GL
Exhibit: 1. Agreement
APPROVED AS TO FUNDS AND ACCOUNTS:
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
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EXHIBIT 1
AGREEMENT TO PROVIDE AND INSTALL
FIRE ALARM PANELS AT SANTA ANA JAIL
THIS AGREEMENT is made and entered into this 4th day of March, 2020 by and between HCI
Systems, Inc. ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation
organized and existing under the Constitution and laws of the State of California ("City").
RECITALS
A. On October 31, 2019, the City issued Request for Proposal No. 19-116, by which
it sought a contractor to provide and install upgraded fire alarm panels at the Santa
Ana Jail.
B. Contractor submitted a responsive proposal that was selected by the City.
Contractor represents that it is able and willing to provide the services described in
the scope of work that was included in RFP No. 19-116.
C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably
be expected from a professional contracting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform the services that were described in the scope of work that was
included in RFP No. 19-116 and that is attached as Exhibit A, and as further delineated in
Contractor's proposal, which is attached as Exhibit B and incorporated in full.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services
under this Agreement, the rates and charges identified in Exhibit B. The total sum
to be expended under the term of this Agreement, including any extension periods,
shall not exceed $245,422. This sum is comprised of (1) the base amount of
$235,422 and (2) a contingency of $10,000 for additional services at the City's sole
discretion.
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work which fails to meet the standards of
performance set forth in the Recitals and Scope of Work, which may reasonably be
expected by City.
Z5FJ
3. TERM
This Agreement shall commence on the date first written above and terminate on December
31, 2020, unless terminated earlier in accordance with Section 18, below. The term of this
Agreement may be extended for up to one 1-year period upon a writing executed by the City
Manager and City Attorney.
4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to
fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the
City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Contractor
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Contractor shall be provided in a mariner consistent with all applicable standards and
regulations governing such services. Contractor shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Contractor under this Agreement ("Documents & Data"). Contractor
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Contractor represents and warrants that Contractor has the legal right to license any and all
Documents & Data. Contractor makes no such representation and warranty in regard to
Documents & Data which were provided to Contractor by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
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7. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Contractor shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
volunteers and representatives as additional insured(s); (b) be primary with respect
to insurance or self-insurance programs maintained by the City; and (c) contain
standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
C. Workers' Compensation Insurance. In accordance with the California Labor Code,
Contractor, if Contractor has any employees, is required to be insured against
liability for workers' compensation or to undertake self-insurance. Prior to
cormnencing the performance of the work under this Agreement, Contractor agrees
to obtain and maintain any employer's liability insurance with limits not less than
$1,000,000 per accident.
d. If Contractor is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit
of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
C. The following requirements apply to the insurance to be provided by Contractor
pursuant to this section:
(i) Contractor shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
(iii) Certificates and policies shall state that the policies shall not be cancelled
or reduced in coverage or changed in any other material aspect, by
Contractor, without thirty (30) days prior written notice to the City.
(iv) Contractor shall supply City with a fully executed additional insured
endorsement.
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f. If Contractor fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
of termination. Contractor waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
8. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor or its subcontractors, agents, employees, or other persons
acting on their behalf which relates to the services described in section 1 of this Agreement; and
(2) from any claim that personal injury, damages, just compensation, restitution, judicial or
equitable relief is due by reason of the terms of or effects arising from this Agreement. This
indemnity and hold harmless agreement applies to all claims for damages, just compensation,
restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the
events referred to in this Section or by reason of the terms of, or effects, arising from this
Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the
defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal
or property rights arises by reason of the terms of, or effects arising from this Agreement. City
may make all reasonable decisions with respect to its representation in any legal proceeding.
Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section
2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright contained in the work
product or documents provided by Contractor to the City pursuant to this Agreement.
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
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law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Contractor without reference to information disclosed by the
City.
12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interest and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
13. BACKGROUND CHECK REQUIREMENTS
Contractor shall not assign any employee, agent, subcontractor or volunteer to provide
services pursuant to this Agreement, if that employee, agent, subcontractor or volunteer is required
to register as a sex offender under California Penal Code Section 290 et seq., has a conviction for
any crime of moral turpitude, has a conviction for a violent felony as defined in California Penal
Code Section 667.5(c), or has a conviction for a serious felony as defined in California Penal Code
Section 1192.7(c). Disqualifying convictions include but are not limited to, violations of
California Penal Code Sections 37, 128, 136.1 with Section 186.22, 187, 190-190.4 and 192(a),
205, 206, 207-209.5, 211, 212, 212.5, 213, 214, 215, 218-219, 220, 236.1(b) or 236.1(c), 243.4,
261, 261.5, 273.5, 262, 264.1, 266, 266c, 266h, 266i, 266j, 267, 269, 272, 273a, 273ab, 273d, 285,
286, 288, 288a, 288.2, 288.3, 288.4, 288.5, 288.7, 289, 290, 311.1, 311.2, 311.3, 311.4, 311.10,
311.11, 314, 347(a), 368, 417(b), 451(a), 518 with 186.22, 647.6, 653f(c), 664 and 187, 667.5( c),
18745,18750, or 18755, 12022.53, 11418(b)( 1) or (b)(2); Business and Professions Code Section
729. Failure to comply with this Section shall be grounds for immediate termination of this
Agreement. The Santa Ana Police Department reserves the right to run a records check and/or
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Live Scan on Contractor's employees working in its facilities.
14. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Executive Director
Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, CA 92702
To Contractor: HCI Systems, Inc.
1354 South Parkside Place
Ontario, CA 91761
Attn: Dario Canizalez, CFO
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
timeframes, weekends, federal, state, County or City holidays shall be excluded.
15. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor regarding the subject matter herein, and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terms of this Agreement and
any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be
modified except by written instrument signed by the City and by an authorized representative of
Contractor. The parties agree that any terms or conditions of any purchase order or other instrument
that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or
obligate Contractor or the City. Each party to this Agreement acknowledges that no
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representations, inducements, promises or agreements, orally or otherwise, have been made by any
party, or anyone acting on behalf of any party, which are not embodied herein.
16. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
18. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor
compensation for all services performed by Contractor prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to
deliver to the City all work product completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Contractor consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
19. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, relation, sex, marital status,
sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in the recruitment, selection, training, utilization, promotion, termination or other
employment related activities or in connection with any activities under this Agreement.
Contractor affirms that it is an equal opportunity employer and shall comply with all applicable
federal, state and local laws and regulations.
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20. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
21. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
22. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year fast
above written.
ATTEST: CITY OF SANTA ANA
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
16 M. Funk
Assistant City Attorney
Kristine Ridge
City Manager
CONTRACTOR
02/05/2020
Name: Dario Caniza ez
Title: CFO
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RECOMMENDED FOR APPROVAL
Nabil Saba
Acting Executive Director
Public Works Agency
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EXHIBIT A
a' ATTACHMENT 1-SCOPE OF WORK
1. GENERAL SCOPE OF WORK
The Contractor shall furnish all supervision, labor, equipment, materials and supplies to furnish and
install a replacement/upgrade to the fire alarm system control panel at the Santa Ana Jail facility.
Contractor shall remove eight (8) existing Edwards IRC-3 addressable Network panel(s), components
and install now EST3 panel(s), connect to the existing Fireworks System at the Police Department
Building and install at the Jail Facility Control Center a FireWorks System Touch Screen for Monitoring,
while maintaining flrll operation at all time prior to switching over to maintain an operable system at all
times. The existing Edwards IRC-3 panels that will be removed will be turned over to City staff. Existing
sequence of operations will be maintained along with system labeling. All existing field devices to
remain as -is.
The following work shall be performed and completed:
• Furnish and Install eight (8) IRC-3 panels located in the following communication rooms:
o Basement
o IsQ Floor
0 2nd Floor
0 3m East+ West
0 4m East+ West
0 5"' Floor Maintenance Area
• Contractor is responsible for any rental equipment required to access detectors.
• Furnish and install new control panels.
• Provide technician labor to perform programming of the new devices and new EST3 Panel(s).
• Provide technician labor to perform System Commissioning along with one (1) Re test and
one (1) final acceptance testing with AHJ (Authority Having Jurisdiction).
• Contractor to include a three (3) Year Warranty on the New EST3 Panel(s) and components.
The warranty will begin upon final acceptance from the City.
• Onsite training of the FireWorks System.
• Plans and permits shall be included and are the responsibility of the contractor.
Contractor shall produce engineered shop drawings, bill of materials and provide submittal packages
for plan cheek to the AHJ and Project Manager, Gabriela P. Lomeli. All drawings to be produced in
PDF format with as•builts.
2. BIDDER MINIMUM QUALIFICATIONS
1) Bidder must be an Edwards EST Authorized Distributor.
2) Bidders must have, at the time of bid submittal and for the duration of the contract, a valid, current
B (General Building) OR C7 (Low Voltage Systems) OR C10 (Electrical) license issued by
the California Contractors License Board (CSLB), for the type of work performed.
3) Bidders shall also ensure that any subcontractors also possess, at the time of bid submittal and for
the duration of the contract, at least one of the licenses listed above, for the work they will perform
for this contract.
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AGREEMENT TO PROVIDE AND INSTALL
FIRE ALARM PANELS AT SANTA ANA JAIL
THIS AGREEMENT is made and entered into this 4th day of March, 2020 by and between HCI
Systems, Inc. ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation
organized and existing under the Constitution and laws of the State of California ("City").
RECITALS
A. On October 31, 2019, the City issued Request for Proposal No. 19-116, by which
it sought a contractor to provide and install upgraded fire alarm panels at the Santa
Ana Jail.
B. Contractor submitted a responsive proposal that was selected by the City.
Contractor represents that it is able and willing to provide the services described in
the scope of work that was included in RFP No. 19-116.
C. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably
be expected from a professional contracting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform the services that were described in the scope of work that was
included in RFP No. 19-116 and that is attached as Exhibit A, and as further delineated in
Contractor's proposal, which is attached as Exhibit B and incorporated in full.
2. COMPENSATION
a. City agrees to pay, and Contractor agrees to accept as total payment for its services
under this Agreement, the rates and charges identified in Exhibit B. The total sum
to be expended under the term of this Agreement, including any extension periods,
shall not exceed $245,422. This sum is comprised of (1) the base amount of
$235,422 and (2) a contingency of $10,000 for additional services at the City's sole
discretion.
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting procedures.
Payment need not be made for work which fails to meet the standards of
performance set forth in the Recitals and Scope of Work, which may reasonably be
expected by City.
3. TERM
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APPENDIX
ATTACHMENT I --SCOPE OF WORK
Bidder shall obtain, pay for and maintain, in good standing, all necessary licenses and permits to
accomplish the work. Bidders will be considered non -responsive unless proper licensing
requirements are met. An invalid license will result in rejection of the bid. Positive verification of
a valid license issued by CSLB will be performed by the City of Santa Ana.
A minimum of three (3) references, including municipality name and address, contact name, and
phone number, for municipal customers receiving similar services are required and must be submitted
with each bid. References must be located in Los Angeles County, Orange County, or Inland Empire.
These references shall be used in the evaluation of this bid to determine award,
3. CHARGES
Man-hours paid under this contract shall be only for productive hours at the job site. Time spent for
transportation of workers, material acquisition, handling and delivery, or for movement of contractor
owned or rental equipment is not chargeable directly but is overheard and shall be included in the rate
bid for basic labor.
4. CLEAN UP
The contractor shall be responsible for removing all debris from the site and cleaning affected areas
after performing the work. Contractors shall keep the site free of debris and unstable material resulting
from their work at all times and, upon completion, leaves all affected areas as they were prior to
beginning work.
5. PROTECTION OF PROPERTY
The contractor shall perform work in such a manner that does not damage property. In the event
damage occurs to property by reason of any repairs of installation performed under this contract, the
contractor shall replace or repair the same at no cost to the City. If damage caused by the contractors
must be repairei or replaced by the City, the cost of such work shall be deducted from any outstanding
balance due to the contractor.
6. GUARANTY
All work performed and all material and equipment firrnished under this contract shall be free from
defects and shall remain so for a period of at least one (1) year from the date of acceptance. The full
cost of maintenance, labor and materials required to correct any defect during this one year period
shall be included in the submittal bid.
All work performed by contractor shall be to professional standards, complying with the requirements
of the applicable editions of State and Local building codes.
The contractor shall complywith the applicable health and safety requirement of Cal/OSHA, State of
California Construction Safety Orders, and the recommendations of the manufacturer of the product
applied in the work,
7. POST CONTRACT MAINTENANCE
1) Complete maintenance and repair service for the fire alarm system shall be available from a
factory trained authorized representative of the manufacturer of the major equipment for a period
of three (3) years after expiration of the guaranty.
25F-14
APPENDIX
ATTACHMENT 1— SCOPE & WORK
2) As part of the bid/proposal, include a quote for a maintenance contract to provide all maintenance,
tests, and repairs described below. Include also a quote for unscheduled maintenance/repairs,
including hourly rates for technicians trained on this equipment, and response travel costs for each
year of the maintenance period. Submittals that do not identify all post contract maintenance
costs will not be accepted. Rates and costs shall be valid for the period of three (3) years after
expiration of the guaranty.
3) Maintenance and testing shall be on a semi-annual basis or as required by the AHJ. A preventative
maintenance schedule shall be provided by the contractor describing the protocol for preventative
maintenance. The schedule shall include:
a. Systematic examination, adjustment and cleaning of all detectors, manual fire alarm
stations, control panels, power supplies, replays, waterflow switches and all accessories
of the fire alarm system.
b. Each circuit in the fire alarm system shall be tested semiannually.
c. Each smoke detector shall be tested in accordance with the requirements of NFPA 72.
25F-15
EXHIBIT B
4 `18 RCI s Ontario o Burbank 9 San Diego a Irvine 9 Fresno o Sacramento 9 Hayward
���%iii►►► Systems Inc.
Telephone: (877) 331-2084 Fax: (909) 628-7774
DIRN: 1000000046 CA Contractor Lie: 905493
Project: Santa Ana PD Fire Alarm Upgrade (Jail) Phase I
60 Civic Center Plaza
Santa Ana, CA. 92701
RFP 19-116
PROPOSAL FOR
FIRE ALARM SYSTEM
REVISION #1
CUSTOMER
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA. 92702-1988
Fax:714-647-6956
January 8, 2020
Dario Canizalez
dcanizalezna hcisystems.net
Cell: (714) 932-8914
Office: (909)781-6262,205
Fax: (909)-628-7774
Dario Canizalez
CFO
25F-16
HCI. Ontario * Burbank 9 San Diego * Irvine 9 Fresno 9 Sacramento 9 Hayward
���iii►►► Systems Inc.
Telephone: (877) 331-2084 Fax: (909) 628-7774
DIRK: 1000000046 CA Contractor Lie: 905493
Project: Santa Ana PD Fire Alarm Upgrade (Jail) Phase I
60 Civic Center Plaza
Santa Ana, CA. 92701
Date: January 8, 2020
FIRE ALARM PROPOSAL
HCI proposes to install a complete system(s) as described below.
This proposal is based on: JOB WALK ONLY
Dated
Drawings Section Through: N/A
Spec Section Through: Addendum A
SCOPE OF WORK
HCI proposes to upgrade the existing EST IRC fire alarm panels to the new EST-3, state of the art addressable fire
panels. HCI will replace these on a one to one basis. HCI will not perform any upgrades to the intiating devices or
visual alarms as part of this project. These to be done at a future time.
This Proposal is based upon the provided points list and photo's provided by Santa Ana PD.
This proposal excludes plan check, permit and inspection fees. HCI shall furnish asbuild drawings for the new
panels being installed.
This proposal excludes plan check, permit and inspection fees per your request. HCI shall furnish asbuild drawings
for the new panels being installed and equipment provided in this proposal only.
HCI proposes to furnish and install the fire alarm system with conduit, wire and boxes should any need to be
provided.
This proposal is based on a clean work flow with limited interuptions as well as easy access with the help of a Santa
Ana PD escort.
This proposal includes all HCI employees to be working on site will us the City required Live Scan fingerprinting
services at the cost to HCI.
This proposal includes prevailing page labor rates per specification.
Applicable taxes and freight are included.
This proposal includes a Cellular & POTS dialer (DACT) for connection to a 24 hour off -site monitoring facility.
Programming shall be provided at an additional cost if the owner selects to utilize a monitoring service other than
that provided by HCI.
This proposal will provide for the new panels to communicate with the old panels so the need for firewatch will be
limited as discussed on the bid walk dated 11/14/19. HCI will not provide firewatch for this project. This to be
provided by the City of Santa Ana and is excluded from this proposal.
Painting, patching, access hatches, fire caulking, fire stopping, underground raceway, trenching, X-Ray and coring
are excluded unless specifically listed below.
25F-17
.
` Ontario • Burbank •San Diego • Irvine * Fresno ®Sacramento a Hayward
tt__��►► _..,Systems Inc.
Telephone:(877) 331-2084 Fax: (909) 628-7774
b t & 1000000046 CA Contractor Lic: 905493
Project: Santa Ana PD Fire Alarm Upgrade (Jail) Phase I
60 Civic Center Plaza
Santa Ana, CA. 92701
This proposal is contingent upon the owner providing HCI with a copy of the current fire alarm control panel
operating software on a computer diskette at no additional cost. If this requirement cannot be met, additional cost
shall apply.
HCI will provide a performance bond as required in the RFP 19-116
This proposal includes three (1) year warranty that includes parts and labor for all parts provided in this proposal as
well as additional two (2) years for the parts provide in this proposal. This does not include wiring as the existing
wiring will be used for this project.
This proposal is valid for (120) days from the date referenced on this document.
This proposal includes demo of existing devices and cabling no longer required for future connections only.
This proposal excludes parking fees.
Asbestos containment and abatement are excluded.
The following is a list of system components to be furnished by HCI based on the bid documents and the items
listed below:
FIRE ALARM SYSTEM
OTV. DESCRIPTION
8 FIRE ALARM CONTROL PANEL W/BATTERIES (EST3)
1 PRINTER, 120VAC
1 CELLULAR DIALER
2 MONITOR MODULE, DUAL POINT (PANEL MT)
8 SIGNAL SYNC MODULE (POWER SUPPLY)
12 CONTROL RELAY (UIO MOUNT)
24 SIGNAL MODULE, SINGLE (UIO MOUNT)
12 INTERFACE RELAY, 10AMP RATING Q 120VAC
6 MCC BOARD
1 FIREWORKS WORKSTATION
8 40 WATT ZONED AMPLIFIER
17 SYSTEM SENSOR LOOP CONTROLLER
10 BATTERIES (12v 24AH)
6 BATTERIES (1 2v 40AH)
LOT INSTALLATION DRAWINGS & SUBMITTALS
LOT CUSTOMER TRAINING
TOTAL PROPOSAL COST: $ 235,422.00
25F-18