ADMINSR.2403.MG
CITY OF SIMI VALLEY
MEMORANDUM
December 2, 2024
TO: City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZATION TO WAIVE CITY COMPETITIVE BID PROCEDURES
AND ISSUE A PURCHASE ORDER TO INTEGRATED FIRE AND SAFETY
FOR CITYWIDE FIRE INSPECTION AND MAINTENANCE SERVICES
RECOMMENDATION
It is re commended that the City Council waive City competitive bid procedures and authorize the issuance of a purchase order with Integrated Fire and Safety , Inc. (Integrated) for Fire System Insp ection and Maintenance Services from December 2 , 2024, through February 28, 2025, in the amount of $20,000 , to cover unforeseen repair work, while the City prepares and completes the competitive bid process to enter into a multi-year contract with the most qualified vendor.
BACKGROUND AND OVERVIEW
From May 1, 2014, the City has opened purchase orders with Integrated in the amount of $514,507.13, of which a total of $441,158.59 has been spent for inspection services and maintenance. Integrated provides Citywide fire inspection and repair services for fire sprinklers and Halon fire alarm and suppression systems. Integrated also performs annual inspections, certifies domestic water system backflow devices , annual City fire extinguishers inspections, and the testing and certification of the grease exhaust hood located in the Senior Center kitchen.
The City is preparing a Request for Proposal (RFP) in accordance with SVMC 2-9.205 to enter into a multi-year contract for fire inspection and maintenance services. That bidding process and contract award should be completed by February 2025. However, there is only $50,776.41 remaining in open purchase orders with Integrated. To address potential unforeseen maintenance services to the fire system while the bidding process is completed, additional funds need to be allocated.
In accordance with S imi Valley Municipal Code (S VMC) 2-9.110 (a), any purchases, or renewals of contracts or purchases, or services with the same party or parties for the same or related project or item within any twelve (12) month period which in the aggregate would exceed the contract authority limits in this chapter, requ ire approval by the City Council. In addition, SVMC 2-9.110 (b) requires any contract with a term longer than five (5) years including any optional renewals, regardless of contract amount, to be approved by the City Council. Therefore, staff requests the City Council waive the competitive bid procedures and authorize issuance of a purchase order in the amount of $20,000 to AGENDA ITEM NO.
Consent (2)
ADMINSR.2403.MG
Integrated. Staff anticipates the additional funding will be enough to cover any unanticipated service requests through February 28, 2025. Funds are available and will be paid out of the Building Maintenance - Other Contract Services account.
FINDINGS AND ALTERNATIVES
The City is preparing an RFP in accordance with SVMC 2-9.205 to secure the best vendor for fire inspection and maintenance services. The time frame to complete the entire competitive bid process is approximately three months. In the interim, staff is requesting authorization from City Council, in accordance with SVMC 2-9.110 (a) and (b), to waive City competitive bid procedures and to issue a purchase order with Integrated from December 2, 2024, through February 28, 2025 , in the amount of $20,000 . This amount will ensure funding is allocated and encumbered to cover unforeseen repair work while the City completes the competitive bid process . Any funds that are not used during this time period will be reallocated to help fund the multi-year Fire Inspection and Maintenance Services contract.
The following alternatives are available to the City Council:
1. Waive City competitive bid procedures and allow issuance of a purchase order, in accordance with SVMC 2 -9.110 (a) and (b), with In tegrated for fire system inspection and maintenance services from December 2, 2024, through February 28, 2025, in the amount of $20,000 , for unforeseen repair work, while City staff prepares and conducts the competitive bid process, and enters into a multi-year contract with the most qualified vendor;
2. Do not authorize waiving competitive bid procedures to award the issuance of a purchase order at this time and provide direction to staff.
Staff recommends Alternatives No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to waive the City’s competitive bid procedures and authorize the issuance of a purchase order with Integrat ed Fire and Safety, Inc. for Fire System Inspection and Maintenance Services in the amount of $20,000, while the City prepares and completes the competitive bid process to enter into a new multi-year contract with the most qualified vendor.
SUMMARY
In accordance with SVMC 2 -9.110 (a) and (b), staff requests the City Council waive the City competitive bid procedures and authorize the issuance of a purchase order in the amount of $20,000 to Integrated to cover the period between December 2, 2024 , and February 28, 2025 . Integrated has been providing citywide fire inspec tion and repair services since May 1, 2014 , and has accumulated $441,158.59 in invoices , with $50,776.41 remaining in open purchase orders. Staff is recommending the allocation of 2 ADMINSR.2403.MG
additional funds to ensure the City has the ability to pay for unforeseen repair work while the competitive bid process for a multi-year contract is completed.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Dylan Gunning, Senior Management Analyst
3