Agenda Item #12.3
For Council Meeting of: May 10, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: ALAN ALTON, CHIEF FINANCIAL OFFICER
BRANDALYN TRAMEL, PURCHASING AGENT
AUTHOR, TRACY VERA, BUYER
FINANCE DEPARTMENT
SUBJECT: APPROVAL OF FIFTH AMENDMENT TO GENERAL SERVICE AGREEMENT NUMBER F001647 WITH ADT COMMERCIAL LLC AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Finance Department that the Council, by resolution, approve the Fifth Amendment to General Services Agreement Number F001647 for inspection, maintenance, and repair services to maintain the operational functionality of fire suppression systems and their appurtenances, with ADT Commercial LLC, Boca Raton, Florida, to extend the Agreement one-year with a 3% increase in unit cost and increase compensation in the amount of $120,000, for a total not to exceed amount of $708,144.
EXECUTIVE SUMMARY
Approval of the Fifth Amendment will extend the Agreement one-year to provide fire inspection services to ensure continued compliance with National Fire Protection Association (NFPA) inspection schedules. Inspection, maintenance, and repair services to maintain the operational functionality of fire suppression systems and their appurtenances are required throughout various locations within the City of Santa Rosa. The City uses ADT Commercial LLC to perform these services.
BACKGROUND
On December 21, 2017, Invitation for Bid (IFB) 18-04 was opened by Purchasing. As a result of IFB 18-04 competitive process, Purchasing determined the lowest responsive and responsible bid received was submitted by Red Hawk Fire & Security (CA), LLC, Fremont, California.
On May 22, 2018, the City Council approved General Services Agreement (GSA) number F001647 for a two (2) year period with three (3) one-year extension options with Red Hawk Fire & Security (CA) LLC and in November 2020 executed an assignment and assumption agreement to change the agreement to be with ADT Commercial LLC, who merged with Red Hawk Fire & Security (CA), LLC.
See contract history in the chart below:
Award/Amendment
Date
Description
Amount
Authorization
Contract Award
May 22, 2018
Two-year Contract with Red Hawk Fire & Security (CA), LLC $300,000
City Council
First Amendment
July 8, 2020
Extend one year and increase compensation
$90,000
City Manager
Assignment and Assumption
November 5, 2020
Change Agreement to ADT Commercial LLC who merged with Red Hawk Fire & Security (CA), LLC $0
Purchasing Agent
Second Amendment
January 25, 2021
Add locations and add compensation
$3,144
City Manager
Third Amendment
May 25, 2021
Extend one-year, add locations, and increase compensation $125,000
City Council
Fourth Amendment
March 15, 2022
Add compensation
$70,000
City Manager
Fifth Amendment
Pending
Extend one year and increase compensation
$120,000
City Council
Total Cumulative Contract Value Pending
$708,144
The City uses a licensed contractor to maintain compliance with all applicable NFPA Standards to ensure proper operation of installed fire suppression systems, and the safety of the equipment, workplace, and staff in the event of a fire. Services provided under this contract include providing all qualified labor, materials, replacement parts, and equipment. In addition, the contractor will perform inspections, routine testing and maintenance, and repair of fixed fire suppression systems to include, but not limited to, Halon, Carbon Dioxide, Wet and Dry Sprinkler, Deluge, and FM200.
Services will be provided to, including but not limited to, the Police, Fire, Transportation and Public Works, Finance, and Water Departments. There are provisions for both emergency and non-emergency situations in ensuring citywide fixed fire suppression equipment and systems are fully operational at all times.
PRIOR CITY COUNCIL REVIEW
General Services Agreement - May 18, 2018 (Resolution RES-2018-073) Third Amendment – May 25, 2021 (Resolution RES-2021-083)
ANALYSIS
ADT Commercial LLC has agreed to a one-year extension with a 3% increase in unit cost. The current Consumer Price Index (CPI) CUURS49BSA0 for San Francisco/Oakland/San Jose indicates a 3.48% increase from April 2021 to February 2022. Based on the current CPI data, City staff concludes that it is in the City’s best interest to extend the contract with ADT Commercial LLC.
Under the City’s Purchasing Policy, City Code 3-08-110(A) Award Authority, this modification requires approval by the City Council.
FISCAL IMPACT
Funds for this expense are included in the current Fiscal Year (FY) and will be included in the proposed budget for FY 2021-2022 as a normal operating expense when presented to the City Council.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Gudlines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Resolution
CONTACT
Alan Alton, [email protected], 707-543-3093
Brandalyn Tramel, [email protected], 707-543-3706
Tracy Vera, [email protected], 707-543-3708
APPROVAL OF FIFTH AMENDMENT TO GENERAL SERVICES AGREEMENT NUMBER F001647 WITH ADT COMMERCIAL LLC PAGE 3 OF 3