CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No. PP17-
008, Agreements/Contracts
(New or Amended) resulting
in no physical changes to the
environment
Coordination:
DPW, CAO, and CMO -
Budget Office
Dept. Approval:
/s/
Julia H. Cooper
Council District(s):
Citywide
CMO Approval:
SUBJECT: AMEND PURCHASE ORDER FOR FIRE SPRINKLER SYSTEMS SERVICES RECOMMENDATION:
Adopt a resolution authorizing the City Manager to amend purchase order OP 60187 with Johnson Controls Fire Protection, LP (Boca Raton, FL) for fire sprinkler systems services to increase the compensation by $180,000 for a revised maximum compensation not-to-exceed $500,000 for the term ending October 31, 2022.
Desired Outcome: To provide the Department of Public Works continuity of service to ensure Citywide facilities have functioning fire sprinkler systems.
BASIS FOR RECOMMENDATION:
The Department of Public Works, Facilities Management Division (Facilities) is responsible for the operation, maintenance, and repair of Citywide fire sprinkler systems. Facilities manages various locations consisting of over 400 sites Citywide and comprising of nearly three million square feet of space. Fire sprinkler systems are installed in a wide variety of buildings that house critical City of San José (City) infrastructure, public safety services, and community programs, including City libraries and community centers. All facilities require consistent fire sprinkler maintenance to remain operational, ensure safety, and preserve City assets. For facilities to remain open to the public, quarterly and annual fire sprinkler inspections are required. Fire sprinkler reports are made available at each inspection site for the Fire Inspector’s review.
In May 2017, under the City Manager authority, Finance authorized the execution of annual purchase orders for fire sprinkler systems services as a result of a competitive solicitation. Staff renewed the purchase order on an annual basis through the exercise of options, with the final option ending April 30, 2022. Staff subsequently extended the final option term through October 31, 2022, with no change in total compensation, to ensure continuity of service and provide time to prepare a new solicitation. Staff now desires to add additional funds to continue ongoing fire sprinkler systems services through the end of the current term.
Climate Smart San José: The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
This action is consistent with the City’s 2021-2022 Adopted Budget City Areas Delivery Framework: “Safe and Functional Public Infrastructure, Facilities, and Equipment.” COST AND FUNDING SOURCE:
Fund #
Appn #
Appn. Name
Total Appn.
Amt. for
Recommendation
2021-2022 Adopted
Operating Budget Pg.
Last Budget Action
(Date, Ord. No)
001 0572
Public Works
Non-Personal /
Equipment
$15,479,759 $180,000 785 10/19/21
30682
FOR QUESTIONS CONTACT: Jennifer Cheng, Deputy Director of Finance at [email protected].
COUNCIL AGENDA: 6/28/22
FILE: 22-1021
ITEM: 2.15