City Council
Report
City Council Meeting: July 9, 2024
Agenda Item: 5.F
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Facilities Maintenance Subject: Award Agreement with Cosco Fire Protection for Citywide Fire Alarm and Sprinkler Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4481 to Cosco Fire Protection for fire protection services for various City locations as required by the Public Works Department;
2. Authorize the City Manager to negotiate and execute an agreement with Cosco Fire Protection, in an amount not to exceed $1,837,428 for five-years, with future year funding contingent on Council budget approval; and
3. Adopt a finding of categorical exemptions pursuant to Section 15301, and Section 15302 of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The City is required to properly maintain and repair fire alarms and fire sprinklers at various city owned facilities through preventative maintenance schedules. To fulfill these maintenance schedules, the City utilizes fire systems testing, repair and modification services that require specialized equipment, contractor licensing, and technical expertise that cannot be provided by City staff. Staff solicits the services of a fire protection corporation to ensure that inspections, maintenance repair to fire sprinkler systems, fire alarm systems, and associated equipment are compliant and properly maintained.
Staff recommends executing an agreement with Cosco Fire Protection to maintain and repair the City’s fire sprinkler and alarm systems per bid #4481, for a total amount not to exceed $1,837,428 over a five-year period. The requested total amount includes routine preventative maintenance, as-needed repairs, modifications, and new installations. 2 of 4
Discussion
The Public Works Department oversees the fire prevention inspection and testing services to fire sprinkler systems and fire alarm systems at various City owned facilities such as the Santa Monica Municipal Airport, Annenberg Beach House, Public Safety Facility, City Hall campus, City Yards, Fire Stations, Libraries, and the Pier.
Citywide fire alarms and fire sprinklers receive routine preventative maintenance to ensure that they are compliant with the State Fire Code. Proper maintenance and repair of these fire prevention systems is necessary for the preservation of life and safety.
These services require specialized skills and training that in-house City staff do not possess. Staff seeks Council approval to award a contract to provide fire prevention systems maintenance and repair services and to address any necessary system replacements anticipated during the term of the contract due to the age of the current equipment.
Vendor Selection
Bidder Recommendation
Best Bidder Cosco Fire Protection
Evaluation Criteria Bid evaluated on years of experience, pricing, renewal options, and requested
increases
Municipal Code SMMC 2.24.180
Bid Data
Date
Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
02/28/2024 City's
Online
Bidding Site
Santa Monica Daily Press 19 03/29/2024
Submittals Received
Vendor First Year Preventative Maintenance Amount
Affordable Fire Services $94,050
Cosco Fire Protection $64,890
Tri-Signal $92,923
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Best Bidder Justification
Staff determined Cosco Fire Protection as the best bidder based on the following criteria: 1) general fire protection maintenance and repair services experience, 2) pricing, and 3) requested increases for renewal options. Cosco Fire Protection has satisfactorily delivered fire protection maintenance and repair services to municipal entities for over six decades which is two decades more than the other vendors combined. The company has large, long-term fire protection accounts with the County of Ventura, City of Moreno Valley, and Riverside County.
Environmental Review
The project is categorically exempt from CEQA pursuant to Section 15301 and 15302 of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which include 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. Section 15302 exempts Class 2 (Replacement or Reconstruction) projects which include the replacement or reconstruction of existing structures and facilities where the new structure would be located in the same site as the structure replaced and would have substantially the same purpose and capacity as the structure replaced. The agreement would provide fire alarm and fire sprinkler maintenance and repair for existing city facilities, and therefore, it has been determined that the agreement for fire alarms and sprinklers is categorically exempt pursuant to Section 15301 and Section 15302 of the CEQA Guidelines. Furthermore, staff has determined that none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, Section 15300.2 apply to this agreement.
Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with Cosco Fire Protection for citywide contracted fire testing and repair services. Funds are available within existing budget and would be charged to the appropriate division or project account based on usage.
Future year funding is contingent on Council budget approval. 4 of 4
Contract Request
FY 2024-25 Request
Amount Future Years
Amount Dept Account # Total Contract Amount
$364,890 $1,472,538 Various Accounts $1,837,428
Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form - Cosco Fire Protection Services B. Levine Act Disclosure Form - Cosco Fire Protection Services