TO:
VIA:
FROM:
DATE:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
ACTING DIRECTOR OF PUBLIC WORKS
JUNE 18, 2024
AGENDA REPORT
SUBJECT: AMENDMENT NO. 2 TO AGREEMENT WITH BRENNAN FIRE AND SECURITY, INC. FOR FIRE AND SECURITY ALARM MONITORING AND ANNUAL TESTING
SERVICES
FISCAL
IMPACT: EXPENSE: $11,200 ANNUAL CONTRACT AMOUNT
BUDGET: $11,200 FY 24-25 (103654-6127)
SUMMARY:
On July 9, 2019, City Council awarded a Maintenance Services Agreement to Brennan Fire and Security, Inc. (Brennan) for fire and security alarm monitoring and annual testing services. Funds under the current agreement are nearly exhausted due to the addition of monitoring the Old City Hall location and extraordinary repairs. Staff recommends an amendment to revise the scope of work to include Old City Hall and increase the cumulative not -to -exceed amount by $19,853.09 to account for unanticipated repairs and to continue monitoring through the end of the contract term.
Staff further recommends extending the term of the contract for one additional month through September 30, 2024, to ensure monitoring services remain in place while the formal procurement process is completed and the proposed new contract can be brought before City Council for award.
The recommended actions will allow the City to have sufficient contractual authority for the remainder of the contract term. The contract costs for alarm monitoring and annual testing services are included in the current Fiscal Year 2023-24 Operating Budget. The future cost of the services will be included in the operating budgets for future fiscal years.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 2 to the Maintenance Services Agreement with Brennan for fire and security alarm monitoring and annual testing services to amend the scope of work to update the location list, extend the contract term by one month and increase the cumulative contract not -to -exceed amount by $19,853.09 or a revised cumulative contract amount of $65,985.09 for the entire contract term; and
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June, lug 2024
City Council Agenda
June 18, 2024
2. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this Council action.
DISCUSSION:
On July 9, 2019, the City Council awarded a Maintenance Services Agreement to Brennan for fire and security alarm monitoring and annual testing services for three years for a total not -to -exceed amount of $27,060. Amendment No. 1 was approved under the City Administrator's authority to extend the two-year contract as well as increase the total contract amount by $19,072 based upon an updated fee schedule. The current agreement is set to expire August 5, 2024.
There have been several repairs needed to the fire and security alarm systems. The City has also added monitoring service to Old City Hall and the Public Safety Building. Installation and monitoring at these two additional locations along with repairs at existing locations have depleted the available contract funds. Staff recommends amending the contract to revise the scope of work to update the service locations, add $19,853.09, which would increase the total not -to -exceed contract amount to $65,985.09 to account for repairs and additional monitoring, and extend the contract term by one month. Extending the contract through September 30, 2024, will allow staff to complete the formal procurement process, including the award of contract by City Council. Due to the timing of the contract expiration, a one-month extension is recommended to ensure continuation of monitoring services throughout the procurement process.
The recommended actions will allow the City to have sufficient contractual authority for the remainder of the contract term. The contract costs for fire and security alarm monitoring and annual testing services with Brennan are included in the current Fiscal Year 2023-24 Operating Budget.
FISCAL IMPACT:
The recommended actions will approve Amendment No. 2 to the Maintenance Services Agreement with Brennan, increasing the total contract amount by $19,853.09 for the remainder of the extended term, for a revised total not -to -exceed contract amount of $65,985.09. Sufficient funds exist for the recommended actions. The future cost of the services will be proposed in the operating budgets for future fiscal years.
Prepared by: Reviewed and approved:
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Samantha Byfield
Public Works Manager
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Jennifer Lampman
Director of Finance
City Council Agenda
June 18, 2024
Reviewed and approved:
Christopher Tanio
Acting Director of Public Works
Attachment:
Amendment No. 2 — Brennan
Reviewed and approved:
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Damien R. Arrula
City Administrator