TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:July 2, 2024
SUBJECT: Award of Fire Alarm and Suppression Systems Services Agreement
RECOMMENDATION:
1. Approve agreement with Cal Building Systems, Inc. (Yorba Linda, CA) for Fire Alarm & Suppression Systems Services at Various City Facilities in the amount of $610,417 for regular services and $61,583 for extra services as needed for a total not-to-exceed amount of $672,000, for a three-year agreement with two, one-year options to extend.
2. Authorize expenditure for FY 2024-25 in the amount of $117,980 from various General Fund accounts.
3. Approve budget appropriation for FY 2024-25 in the amount of $84,580 from A/C 001-0000-311-1000 (General Fund – Fund Balance) according to the full breakdown outlined in the staff report.
4. Find that this item is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$84,580 Increase to Adopted FY 2024-25 General Fund Budget. $33,400 is available in the Adopted FY 2024-25 General Fund Budget for fire protection services at the various City facilities. An increase to the Adopted FY 2024-25 General Fund Budget of $84,580 is requested to supplement available budget for the fire protection services. Funding for the remaining contract term will be requested during the upcoming biennial budget process.
Award of Fire Alarm and Suppression Systems Services Agreement July 2, 2024
BACKGROUND:
The City owns multiple facilities, all of which are equipped with fire alarm and suppression systems per building safety code. The systems include wet sprinklers, and various dry chemical systems. These systems require on-going preventative maintenance, inspection, and repairs to ensure equipment functionality. Quarterly and annual inspections and testing are required by the National Fire Alarm and Signaling Code to ensure the systems are operational and in compliance with building safety codes.
Currently, the City has several service providers to cover fire alarm and suppression service needs at all City facilities. The existing contracts outline for service providers to perform one or more of the following services: fire suppression systems testing and service, fire alarm maintenance and testing, fire alarm monitoring services, and clean agent systems testing and service.
DISCUSSION/ANALYSIS:
The City publicly advertised and posted a formal Request for Proposal/Qualifications (RFP/Q) for Fire Alarm & Suppression Systems Services at Various City Facilities on May 10, 2024, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. There were 1,999 users who were notified about the RFP/Q, 280 project views, 18 users downloaded the project, and two users applied, but did not complete the submission for a proposal. The City received only one proposal from Cal Building Systems, Inc. (Cal Building). The City has worked with Cal Building in the past through an on-call agreement for fire alarm and suppression systems services, and currently has a construction contract with Cal Building, dated June 6, 2023, for the Fire System Upgrades at Various Facilities (Cl 5483, Cl 5574, Cl 5582, Cl 5584), under which fire alarm and clean agent systems are to be installed at four City facilities.
Cal Building’s qualifications, along with their history with the City, which includes the performance of similar fire alarm and suppression system services at various City facilities from 2018 to 2021, and the installation of fire alarm systems at City facilities, make Cal Building the most qualified to work on and maintain the fire alarm and suppression systems currently existing and to-be installed.
This agreement will cover fire alarm and suppression systems at the facilities listed in Attachment #1, including monitoring services for all facilities, thereby consolidating the existing services under one primary service provider (which was previously spread across various service providers). By consolidating services under one primary service provider, the City is able to improve efficiency in management of fire alarm and suppression systems across all City facilities, which allows the City to maintain a consistent level of safety across multiple sites.
Award of Fire Alarm and Suppression Systems Services Agreement July 2, 2024
This agreement has an increased budgetary impact that includes costs and conditions that were not previously required. Additional cost components include pricing associated with NFPA25 sprinkler testing requirements along with added fire suppression systems that have been installed as part of site modernization efforts. Key components of added pricing include: new fire prevention systems in buildings that did not previously exist; Citywide fire system monitoring for various sites; fire sprinkler testing; and added sensitivity testing for smoke alarm systems.
The cost breakdown of the agreement is as follows (Attachment #2):
Periodic
Testing
Services
Monitoring Year Total
Year 1 $105,380 $12,600* $117,980
Year 2 $109,204 $6,792 $115,996
Year 3 $112,450 $6,960 $119,410
Year 4 (Projected) $118,073 $7,308 $125,381
Year 5 (Projected) $123,976 $7,674 $131,650
Total $569,083 $41,334 $610,417
Extra Services (approximately 10% of total cost)** $61,583 Grand Total $672,000
*Includes one-time set-up costs
** For as-needed services
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding. All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months.
Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from Award of Fire Alarm and Suppression Systems Services Agreement July 2, 2024
contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made. This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Alexander Wallsten, Assistant Analyst
Joshua Koenig-Brown, Facilities Manager
Attachments:
Attachment #1 – Budget Breakdown and Budget Appropriation Sheets Attachment #2 – Fire Alarm and Suppression System Services Agreement FIN:201-10\aw\H:\COMMON\Council\2024\Facilities\07022024 Fire Alarm & Suppression Systems Services Award.docx