Public Works Agency
www.santa-ana.org/pw
Item # 18
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 19, 2025
TOPIC: Service Agreements for Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance Services
AGENDA TITLE
Service Agreements for Fire Alarm and Sprinkler Systems Inspection, Repair, and Maintenance Services (General Fund & Non-General Fund)
RECOMMENDED ACTION
Approve service agreements with Viking Automatic Sprinkler Company dba Kimble Fire Protection, Bernel, Inc. dba VFS Fire & Security, HCI Systems, Inc., and Cal Building Systems, to provide as-needed fire alarm and sprinkler systems inspection, repair, and maintenance services for shared aggregate not-to-exceed total of $880,000 for the term beginning September 1, 2025 and expiring August 31, 2028, with a provision for one, two-year extension (Core Agreement No. A-2025-XXX)).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency’s Parks, Fleet, Facilities, and Refuse Division (PWA) oversees City facilities to ensure mechanical systems operate reliably and efficiently, as well as meet all applicable laws and regulations. City facilities are equipped with fire and life safety systems for the protection of life and property. The fire alarm systems, fire sprinklers, smoke detectors, fire pump, suppression system, monitoring systems, and related system devices require inspection, preventative maintenance, and repairs to ensure continuous uninterrupted operation. Service providers must possess the required licenses and experience to provide testing, inspections, repair, and maintenance in compliance with local, state, and national codes and regulations including, but not limited to, Uniform/International Fire Code Standards, California Fire Code Standards, National Electrical Code, and national Fire Protection Agency Code.
The City currently allocates an average of $76,000 annually for fire inspection and preventative maintenance activities. However, major repairs and replacements of fire protection systems have been deferred, resulting in the obsolescence of many existing systems. Over the next five years, several control and monitoring systems are expected to require complete replacement. Staff estimates that annual expenditures for these critical upgrades may reach up to $100,000.
Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance August 19, 2025
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Invitation for Bids (IFB) No. 25-047A was issued on March 13, 2025 on the City’s online bid management and publication system, PlanetBids. A summary of vendor participation and results is as follows:
53 Vendors notified
1 Santa Ana vendor notified
21 Vendors downloaded the bid packet
5 Responsive proposals received
0 Proposals received from Santa Ana
vendors
Proposals were solicited, opened on April 22, 2025, and evaluated. Six proposals were submitted by the IFB deadline and five were determined to be responsive to the specifications and met the City’s requirements.
Local Outreach Efforts
The Purchasing Division advertised this project on PlanetBids, which directly notified one Santa Ana vendor. Twenty-one vendors downloaded the IFB and six submitted a bid for consideration.
The bids submitted by Bernel, Inc. dba VFS Fire & Security, Cal Building Systems, HCI Systems, Inc., and Viking Automatic Sprinkler Company dba Kimble Fire Protection were determined to be the lowest, responsible, and responsive to the City’s specifications for this IFB. Bernel, Inc. dba VFS Fire & Security, Cal Building Systems, and HCI Systems, Inc. have each demonstrated proven expertise in maintaining, inspecting, and testing various fire and safety systems for the City. Their performance has consistently met or exceeded expectations, reinforcing their reliability and capability in supporting the City's safety infrastructure. With 41 years of industry experience, including experience in working with public facility safety systems, Viking Automatic Sprinkler Company dba Kimble Fire Protection demonstrates the ability to provide the same quality service. Staff recommends the approval of the recommended action for all four vendors to be on the City’s bench list of qualified vendors for a shared aggregate not-to-exceed total of $880,000 for all four agreements (Exhibits 1-4) to ensure faster response times and flexibility in addressing specialized needs or emergencies.
Staff recommends awarding these services to provide as-needed preventative maintenance, testing, inspection, and repairs to ensure the continued safety and compliance of all City facilities including City Hall, the Corporate Yard, Santa Ana Zoo, train station, and various community centers helping to protect people, property, and operations.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance August 19, 2025
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FISCAL IMPACT
Funds are budgeted in the Fiscal Year 2025-26 budget under the following accounts.
Subsequent funding for the renewal options, if exercised, will be included in the proposed budgets for City Council consideration.
Fiscal Year Accounting
Unit –
Account #
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
Current Budget
07317100-
62320
Building
Maintenance
Building
Maintenance,
Maintenance &
Repair Buildings &
Ground
$83,333
06717650-
62320
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance &
Repair Buildings &
Ground
$16,667
01117651-
62320
General Fund Park Maintenance
Service
Enhancement,
Maintenance &
Repair Buildings &
Ground
$41,667
01118811-
62300 (19-
7753)
General Fund Homeless Service
– Service
Enhancement,
Contract Services
– Professional
$4,167
2025-26
(September –
June)
01113220-
62300
General Fund PRCSA – Zoo,
Contract Services-
Professional
$833
Future Budget
07317100-
62320
Building
Maintenance
Building
Maintenance,
Maintenance &
Repair Buildings &
Ground
$100,0002026-27
06717650-
62320
Regional
Transportation
Center
PWA- SARTC
Operations,
Maintenance &
$20,000
Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance August 19, 2025
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4 5
Fiscal Year Accounting
Unit –
Account #
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
Repair Buildings &
Ground
01117651-
62320
General Fund Park Maintenance,
Maintenance &
Repair Buildings &
Ground
$50,000
01118811-
62300 (19-
7753)
General Fund Homelessness
Service – Service
Enhancement,
Contract Services-
Professional
$5,000
01113220-
62300
General Fund PRCSA- Zoo,
Contract Services
– Professional
$1,000
07317100-
62320
Building
Maintenance
Building
Maintenance,
Maintenance &
Repair Building &
Ground
$100,000
06717650-
62320
Regional
Transportation
Center
PWA- SARTC
Operations,
Maintenance
&Repair Buildings
& Ground
$20,000
01117651-
62320
General Fund Park Maintenance,
Maintenance &
Repair Buildings &
Ground
$50,000
01118811-
62300 (19-
7753)
General Fund Homeless Service
– Service
Enhancement,
Contract Services-
Professional
$5,000
2027-28
01113220-
62300
General Fund PRCSA – Zoo,
Contract Services
– Professional
$1,000
2028-29
(July-
August)
07317100-
62320
Building
Maintenance
Building
Maintenance,
Maintenance &
$16,667
Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance August 19, 2025
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4 5
Fiscal Year Accounting
Unit –
Account #
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
Repair Building &
Ground
06717650-
62320
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance &
Repair Buildings &
Ground
$3,333
01117651-
62320
General Fund Park Maintenance
Service
Enhancement,
Maintenance &
Repair Buildings &
Ground
$8,333
01118811-
62300
(19-7753)
General Fund Homeless
Service-Service
Enhancement,
Contract Services-
Professional
$833
01113220-
62300
General Fund PRCSA – Zoo,
Contract Services-
Professional
$167
Optional Extension
07317100-
62320
Building
Maintenance
Building
Maintenance,
Maintenance &
Repair Buildings &
Ground
$83,333
06717650-
62320
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance &
Repair Buildings &
Ground
$16,667
2028-29
(September –
June)
01117651-
62320
General Fund Park Maintenance
Service
Enhancement,
Maintenance &
Repair Buildings &
Ground
$41,667
Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance August 19, 2025
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4 5
Fiscal Year Accounting
Unit –
Account #
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
01118811-
62300
(19-7753)
General Fund Homeless
Service-Service
Enhancement,
Contract Services-
Professional
$4,167
01113220-
62300
General Fund PRCSA – Zoo,
Contract Services-
Professional
$833
07317100-
62320
Building
Maintenance
Building
Maintenance,
Maintenance &
Repair Buildings &
Ground
$100,000
06717650-
62320
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance &
Repair Buildings &
Ground
$20,000
01117651-
62320
General Fund Park Maintenance,
Maintenance &
Repair Buildings &
Ground
$50,000
01118811-
62300
(19-7753)
General Fund Homeless
Service-Service
Enhancement,
Contract Services-
Professional
$5,000
2029-30
01113220-
62300
General Fund PRCSA – Zoo,
Contract Services-
Professional
$1,000
07317100-
62320
Building
Maintenance
Building
Maintenance,
Maintenance &
Repair, Buildings
& Ground
$16,6672030-31
(July-
August)
06717650-
62320
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance &
Repair Buildings &
Ground
$3,333
Fire Alarm & Sprinkler Systems Inspection, Repair, and Maintenance August 19, 2025
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4 5
Fiscal Year Accounting
Unit –
Account #
(Project No.)
Fund
Description
Accounting Unit,
Account
Description
Amount
01117651-
62320
General Fund Park Maintenance,
Maintenance &
Repair Buildings &
Ground
$8,333
01118811-
62300
(19-7753)
General Fund Homeless Service
– Service
Enhancement,
Contract Services-
Professional
$833
01113220-
62300
General Fund PRCSA – Zoo,
Contract Services-
Professional
$167
Total $880,000
EXHIBIT(S)
1. Agreement with Kimble Fire Protection
2. Agreement with Bernel, Inc. dba VFS Fire & Security
3. Agreement with HCI Systems, Inc.
4. Agreement with Cal Building Systems
Submitted By: Rudy Rosas, Acting Executive Director of Public Works Approved By: Alvaro Nuñez, City Manager