CITY COUNCIL ACTION REQUEST
Department(s):
Finance
CEQA:
Not a Project, File No.
PP17- 003, Agreements/
Contracts (New or
Amended) resulting
in no physical changes to
the environment
Coordination:
City Attorney’s Office,
City Manager’s Budget
Office and Fire
Department
Dept. Approval:
/s/
Rick Bruneau
Council District(s):
Citywide
CMO Approval:
9/18/23
SUBJECT: ACTIONS RELATED TO THE AGREEMENT WITH BRYCER, LLC FOR FIRE CODE
AND ADMINISTRATION SERVICES
RECOMMENDATION:
Adopt a resolution authorizing the City Manager or designee to:
(a) Negotiate and execute an agreement with Brycer, LLC (Warrenville, IL) for fire code and administration services at no cost to the City for an initial one-year term beginning on the date of City’s execution;
(b) Negotiate and execute amendments and change orders as required for unanticipated changes in requirements; and
(c) Exercise up to six additional one-year options to extend the term of the agreement.
Desired Outcome: Authorizing the City Manager to take this action provides fire code and administration services to the Fire Department to ensure compliance with adopted fire codes and fire and life safety system inspection reports as outlined in the National Fire Protection Association code.
BASIS FOR RECOMMENDATION:
In February 2023, the Finance Department issued a Request for Quotation (RFQ) on behalf of the Fire Department for fire code and administration services. Over 6,600 vendors were notified of the bid opportunity, and six companies viewed the solicitation. One responsive bid was received prior to the submittal deadline.
Based on these bid results, a notice of intended award was issued on June 30, 2023 recommending award to Brycer, LLC as the sole responsive and responsible bidder. No protests were received.
There is no cost to the City for these services. Instead, Brycer will collect applicable fees ($27 per report) from third-party inspectors on behalf of the City. Brycer will retain $17 per report for its fee and return to the City $10 per report to cover the City’s costs. This revenue, estimated to be approximately $96,000 per year based on 9,600 inspect reports per year, will be used by the Fire Department to partially offset its related operational costs.
Approval of this recommendation will authorize staff to negotiate and execute an agreement with Brycer, LLC to provide the Fire Department with (1) fire code and administration services to ensure compliance with adopted fire codes; (2) fire and life safety system inspection reports as outlined in the National Fire Protection Association code; and (3) approximately $96,000 per year in revenues to help offset related program costs.
Commission Recommendation/Input: There is no commission recommendation or input associated with this action.
COUNCIL AGENDA: 10/3/23
FILE: 23-1319
ITEM: 2.13
COST AND FUNDING SOURCE:
* The 2023-2024 Adopted Operating Budget was approved on June 13, 2023 and adopted on June 20, 2023 by the City Council.
Fund
#
Appn
#
Appn. Name
Total Appn.
Rec. Budget
Action
2023-2024
Proposed Operating
Budget Page*
Last Budget
Action (Date,
Ord. No)
001 R120 Fees, Rates, and Charges $22,372,680 $96,000 N/A 06/20/23; 23-248
001 0542 Non-Personal/Equipment $12,973,621 $96,000 513 06/20/23; 30933
FOR QUESTIONS CONTACT: For procurement-related questions, please contact Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected]. For program-related questions, please contact James Dobson, Deputy Fire Chief/Fire Marshal, at [email protected].