June 25, 2024
Public Works
DATE: June 25, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, Director of Public Works
Carl Capistrano, Facilities Maintenance Superintendent
Subject:
Contract with Security Signal Devices Inc. for Intrusion and Fire Alarm System Monitoring
FINANCIAL IMPACT: The funds expended for this contract will from budgeted fiscal year 2023-2024 professional services (01232531-
400218) in the amount of $6,314.70.
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
City staff members are requesting approval of an after- the-fact contract with Security Signal Devices, Inc. for intrusion and fire alarm system monitoring services for City buildings.
RECOMMENDED ACTION:
APPROVE an after-the-fact contract with Security Signal Devices Inc. to pay for services provided for intrusion and fire alarm system monitoring for City buildings in amount not-to-exceed $16,314.70, for the term November 16,
2022, through October 1, 2023, funded by budgeted
Fiscal Year 2023-2024 professional services - Public
Works Department (Daniel Chavarria 510-620-5478/Carl
Capistrano 510-620-6896).
AGENDA
REPORT
June 25, 2024
DISCUSSION:
The Department of Public Works contract with Security Signal Devices, Inc. for intrusion and fire alarm maintenance and monitoring services expired November 15, 2022 (See Attachment 2). The City contracts for intrusion and fire alarm maintenance and monitoring services at all City buildings. On October 6, 2022, a Request for Proposal (RFP) for these services was solicited via Bids Online (See Attachment 4). Five- hundred fifty (550) vendors were notified of this posting (See Attachment 5). On November 8, 2022, three proposals were received and evaluated.
On March 21, 2023, Richmond City Council approved a contract with Security Signal Devices, Inc. to provide intrusion and fire alarm maintenance and monitoring services at all City buildings. However, Security Signal Devices, Inc. declined to accept the City’s contract terms and conditions.
City staff recommended approval of a contract with First Alarm, Inc., the second highest rank. The contract was awarded by the City Council on June 20, 2023.
Security Signal Devices, Inc. continued to provide intrusion and fire alarm maintenance and monitoring services to the City through September 30, 2023, without a contract in place. The City satisfied a purchase order in the amount of $10,000 for services performed from November 16, 2022, through September 30, 2023, however the total cost of services performed exceeded that amount by $6,314.70, for a total amount of $16,314.70. City staff therefore needs City Council approval of a contract, subject to the attached after-the-fact form, with an amount not to exceed $16,314.70 to pay the outstanding invoices from Security Signal Devices, Inc. for intrusion and fire alarm maintenance and monitoring services rendered from November 16, 2022, through October 1, 2023 (See Attachment 3).
DOCUMENTS ATTACHED:
Attachment 1 – After the Fact Form
Attachment 2 – Contract #4010
Attachment 3 – Contract #4010 Amendment #1
Attachment 4 – Request for Proposal
Attachment 5 – Bids Online Project Report
Attachment 6 – Sole Source Justification