CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 18 Section Name: {{section.name}} Account Number: 82-4681 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: June 16, 2025
SUBJECT:
Citywide Fire, Life, and Safety Inspection Testing and Maintenance Services — Agreement RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure to award a five-year agreement with APi National Service Group, Inc. for inspection, testing, and maintenance of Citywide fire, life, and safety systems in the amount of $591,375; approve a contingency reserve of $60,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders within the contingency amount.
BACKGROUND:
In order to meet the latest Fire Safety Code requirements of the National Fire Protection Association (NFPA) standard adopted by the State of California, the City must have certified specialists perform regular inspections along with testing and maintenance of the wet fire sprinklers, fire pumps, and fire alarm systems at the 19 City facilities with systems that require these types of inspection and maintenance.
San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve alternative purchasing procedures when it finds doing so is in the best interest of the City. Sourcewell (formerly National Joint Powers Association or NJPA) is a government organization that solicits, receives, and reviews competitive bids for numerous activities, including fire, life, and safety system inspection, testing, and maintenance services. Sourcewell has conducted competitive, public bids to select APi National Service Group, Inc., a parent company of Western States Fire Protection Company, for five (5) years of inspection, testing, and maintenance of City-owned wet fire sprinklers, fire pumps, and fire alarm systems.
The fifth year of the contract will include the five-year recertification testing. Western States Fire Protection Company will perform all the work as an affiliate of APi National Service Group. APi National Service Group, Inc. is affiliated with the State of California General Service Administration (GSA), as well as Sourcewell. Sourcewell and GSA obtain bids for fire suppression system inspection and certification services based on unit cost per square foot. APi National Service Group, Inc. offers the lowest cost per square foot under its contract with Sourcewell. Relying on competitive bidding through Sourcewell allows the City to complete required public improvements efficiently by eliminating the need to develop project specifications and soliciting bids through a project-specific competitive process.
Based on the above, staff recommends adopting a resolution approving an alternative purchasing procedure to award an agreement to APi National Service Group, Inc. for inspection, testing, and maintenance of Citywide fire, life, and safety systems in the amount of $591,375. The agreement will consist of four (4) annual amounts of $112,411 and a fifth-year amount of $141,731. The fifth-year budget amount is greater than the other years in order to perform inspections and tests that were performed during 2024 and are only required every five years. A contingency of $60,000 is requested to address any potential additional inspection, testing, or maintenance needs that may arise through the term of the agreement.
CITY OF SAN MATEO
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BUDGET IMPACT:
Funding for these services is budgeted annually in the Fleet and Building Maintenance Fund. Pending approval and adoption of the Fiscal Year 2025-26 operating budget, sufficient funding will be available to cover the cost of this agreement.
ENVIRONMENTAL DETERMINATION:
Approval of an agreement for inspection, testing, and maintenance of Citywide fire, life, and safety systems is exempt from CEQA review as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Derek Bahamondes, Facilities Maintenance Supervisor
[email protected]
(650) 522-7355
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345