Camarillo City Council
AGENDA REPORT
Date: May 14, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Award CC Agreement No. 2025-27 Fire Suppression & Fire Alarm System Inspections and Maintenance/Repair for Specification AS- 2024-9
BACKGROUND
The current Maintenance Agreement for fire suppression and life safety system inspections, maintenance, and repair services at City Hall, the Corporation Yard, Police Facility, Camarillo Public Library, and Camarillo Ranch House will expire on June 30, 2025.
These facilities are equipped with a variety of fire and life safety systems, including dry chemical systems for computer and audio/visual rooms, fire sprinklers, smoke alarms, and portable fire extinguishers. Inspection and maintenance services are performed on a quarterly, semi-annual, or annual basis, as required by the applicable National Fire Protection Association (NFPA) codes.
Repairs that fall outside routine inspection and maintenance, are categorized as contingency work. These repairs address deficiencies identified during inspections that must be corrected to maintain compliance with applicable fire and building codes.
Contingency repairs are performed on an as needed and require prior written authorization by the City.
DISCUSSION
To ensure uninterrupted compliance with fire and life safety requirements, staff initiated a competitive bidding process for continued inspection, maintenance, and repair services across the referenced facilities and City fleet vehicles. Bid specifications were posted on PlanetBids, shared with plan rooms, advertised in the local newspaper, and published on the City’s website.
Award CC Agreement No. 2025-27
May 14, 2025
2 4
5 4
Three bids were received and are summarized below:
Bidder Total 3 Year Bid Amount
Legendary Fire Systems $37,395.00
Integrated Fire & Safety $60,962.52
Cosco Fire Protection $157,065.00
Staff reviewed the bids received and found Integrated Fire & Safety’s to be non- responsive due to the absence of the complete Bid Proposal form and bid bond as outlined in the City’s Procurement Guidelines.
Staff recommends awarding a three-year Agreement (No. 2025-27) to the lowest, responsive bidder, Legendary Fire Systems, for fire suppression and fire alarm system inspections and maintenance/repair at City Hall, Corporation Yard, Police Facility, Camarillo Public Library, and the Camarillo Ranch House facilities, and including fire extinguisher services for City fleet vehicles in the amount of $37,395.00.
Staff also recommends providing the City Manager authorization to extend the agreement for two additional years, provided that the fixed cost for years four and five do not exceed a CPI escalator of 5% annually.
Staff also recommends establishing a contingency amount of $58,000.00 to cover any unanticipated repairs during the total five-year term.
The total not-to-exceed contract amount is $122,227.00
FISCAL IMPACT
Funds for Fiscal Year 2025/26 and subsequent years will be budgeted accordingly in the Fleet and Facilities Account Numbers: 101-5750-419.35-72, 101-5751-432.35-72, 101- 5752-419.35-72, 101-5753-468.35-72, 540-5540-455.61-31 and 815-4001-449.35-72.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that awarding CC Agreement No. 2025- 27 for fire suppression and alarm system inspections and maintenance is not subject to Award CC Agreement No. 2025-27
May 14, 2025
2 4
5 4
CEQA review because it can be seen with certainty that there is no possibility that this work may have a significant effect on the environment.
RECOMMENDATION
1. Find fire suppression and alarm system inspections and maintenance exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15061(b)(3); and
2. Authorize the City Manager to execute CC Agreement No. 2025-27 with Legendary Fire Systems for a three-year agreement in the amount of $37,395.00; and
3. Authorize a contingency in the amount of $58,000; and
4. Authorize the City Manager to extend Agreement No. 2025-27 for an additional two years upon mutual agreement between the City and Legendary Fire Systems for a total not-to-exceed contract amount of $122,227.00; and
5. Authorize the City Manager to execute future change orders or documents as necessary up to the authorized contingency amount.
ATTACHMENTS
1. CC Agreement No. 2025-27 Legendary Fire Systems
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None