Fremont City Council Meeting: 06/06/23 07:00 PM
3300 Capitol Avenue Div/Dept: Public Works
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4916) DOC ID: 4916
Updated: 5/26/2023 8:54 AM by Alberto Quintanilla Page 1 CITY BUILDING FIRE AND SECURITY PROTECTION - Approval of Service Agreement with Pyro-Comm Systems for Fire Alarm and Intrusion Alarm Monitoring, Inspection, Testing, and Maintenance; and Fire Sprinkler Inspection, Testing and Maintenance for City-Owned Buildings, in the Amount Up to $1,669,612.24 for a Five-Year Period; Make Findings of CEQA Exemption.
Contact Persons:
Name: Pat Kendrick Hans Larsen
Title: Building Maintenance Manager Public Works Director Div/Dept: Public Works Public Works
Phone: 510-979-5768 510-494-4722
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to obtain support services for the consolidated and streamlined management of 58 fire alarm systems, 7 intrusion alarm systems, and 62 fire sprinkler systems located in City of Fremont owned buildings.
BACKGROUND: The City of Fremont owns 62 buildings with fire and life safety equipment.
Most buildings have both a fire alarm system and fire sprinkler system while some older buildings may have only one or the other. Some City campuses have one fire alarm system supporting multiple buildings.
There are many components making up a fire and life safety system and can include a fire alarm panel, smoke detection devices, audible/visual devices, and a fire suppression system, usually water-based for City buildings, but will include chemical agent systems for computer server rooms. A fire and life safety system requires 24-hour monitoring, and routine inspection and testing services, as specified by National Fire Protection Association (NFPA) codes and standards.
Currently there is a service agreement for fire alarm/intrusion alarm services and another agreement for fire sprinkler services. The City entered into contract with one vendor f or both services 5 years ago. A new Request for Proposals (RFP) was created to consolidate these services to one agreement with the winning bidder and streamline all fire alarm/intrusion alarm and fire sprinkler services for City buildings.
DISCUSSION/ANALYSIS: Contractual services with the current vendor for fire alarm/intrusion alarm services; and fire sprinkler services will expire on June 30, 2023. The City issued an RFP on March 8, 2023, for Fire and Intrusion Alarm Monitoring, Inspection, Testing, and Maintenance; and Fire Sprinkler Inspection, Testing, and Maintenance. A “job walk” site review of City buildings was conducted on March 14, 2023, for interested proposers. The City received proposals on March 28, 2023. Two contractors submitted proposals for review.
A panel consisting of City staff evaluated the submitted proposals. After review, it was determined that the proposer, Pyro-Comm Systems Inc., is qualified and has the means necessary to perform the services as outlined in the RFP. Staff recommends executing a Council Staff Report (ID # 4916) Meeting of June 6, 2023 Updated: 5/26/2023 8:54 AM by Alberto Quintanilla Page 2 service agreement with Pyro-Comm Systems, Inc. for an initial one-year period from July 1, 2023 through June 30, 2024; with an option to extend four additional one-year terms through June 30, 2028. Proposed compensation would include:
• $93,675 annual recurring cost for fire and intrusion alarm monitoring, UL certification, inspection, and testing ($468,375 for 5-year term) • $99,306 annual recurring cost for fire sprinkler inspection and testing ($496,530 for 5-year term)
• $14,557 annual rough estimate cost for fire sprinkler inspections as they become due ($72,785 for all inspections combined over 5 years)
• $100,000 annual contingency for as needed minor repair work ($500,000 for 5-year term)
• $91,200 one-time initial setup costs for fire alarm panel programming, labor for creating building plans and zoning of 62 buildings, and City permit fees required by the Building Department
• $8,144.45 annual recurring cost for performance and payment bonds ($40,722.24 for 5-year term)
FISCAL IMPACT: The recommended action has a total not to exceed amount of $1,669,612.24 over a 5-year period, though June 30, 2028. The source of funding is from the General Fund operating budget for Public Works Building Maintenance.
ENVIRONMENTAL REVIEW: The proposed project is exempt from the California Environmental Quality Act (CEQA) based on the general rule exemption, Section 15061(3), as it can be seen with certainty that the proposed activity would not have a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or designee to execute a Service Agreement with Pyro-Comm Systems Inc. to provide Fire Alarm and Intrusion Alarm Monitoring, Inspection, and Maintenance; and Fire Sprinkler Inspection Testing and Maintenance services effective July 1, 2023, through June 30, 2024, with an option to extend services for four additional one-year terms, with a total contract amount for a five- year period not to exceed $1,669,612.24.