CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 15 Section Name: CONSENT CALENDAR Account Number: 82-4681 File ID: 26-10834 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: March 16, 2026
SUBJECT:
Citywide Fire, Life, and Safety Inspection Testing and Maintenance Services — Revised Agreement RECOMMENDATION:
Adopt a Resolution to use an alternative purchasing method 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 $591,357; approve a contingency reserve of $60,000; and authorize the Public Works Director to execute the revised 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.
On June 16, 2025, City Council approved an agreement with APi National Service Group, Inc. (APi) for the quarterly inspection, testing, and maintenance of Citywide fire, life, and safety systems. During the contract review process, it was identified that some information was inadvertently omitted from the Council-approved agreement. As a result, the agreement could not be executed by APi. The revisions included adding the logos for Western States Fire Protection Company (sister company of APi), APi, and Sourcewell to the Payment Rates (Exhibit B of Attachment 2) and reformatting the Scope of Services (Exhibit A of Attachment 2). Both revisions are minor administrative changes and did not impact the general terms, scope of work, or total cost of the original agreement.
Based on the above, staff is returning to City Council to resubmit this item and recommend the adoption of a Resolution approving an alternate purchasing procedure to award a revised agreement to APi for the inspection, testing, and maintenance of Citywide fire, life, and safety systems in the amount of $591,357. Annual expenditures would consist of $109,980 for Years 1 and 2, $112,411 for Years 3 and 4, and $146,501 for Year 5. The higher fifth-year amount reflects inspections and testing that were last performed in 2024 and are required only once every five years. In addition, a contingency of $60,000 is requested to address any potential additional inspection, testing, or maintenance needs that may arise during the term of the agreement.
BUDGET IMPACT:
Funding for these services is budgeted annually in the Fleet and Building Maintenance Fund. Sufficient funding is available to cover the cost of this agreement.
CITY OF SAN MATEO
ENVIRONMENTAL DETERMINATION:
Approval of an agreement for inspection, testing, and maintenance of Citywide fire, life, and safety systems is categorically exempt from CEQA 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 use. (CEQA Guidelines Section 15301.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Revised Agreement
STAFF CONTACT
Derek Bahamondes, Building Maintenance Supervisor
[email protected]
650-522-7355
Steve Wu, Facilities and Fleet Services Manager
[email protected]
(650) 522-7345