REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Red Hawk Fire and Security for Fire Alarm Inspection, Repairs and Maintenance at Various City Facilities
Report
BACKGROUND
The Public Works Department oversees maintenance and repairs for approximately 800,000 square feet of buildings throughout the city. In order to continue to provide services in a timely and efficient manner, the Department periodically uses various vendors to assist with the workload.
City buildings such as City Hall, the Old Courthouse, Police Department, Central Library and Northside Library, Senior Center, and fire stations have fire alarm systems that require regular inspections. The scope of this agreement (Attachment 1) provides fire alarm inspection, repairs and maintenance at various City facilities. Inspections include semi-annual fire alarm inspections per the National Fire Protection Agency (NFPA) 72, semi-annual sprinkler inspections (quarterly at the Tasman garage) per NFPA 25, and semi-annual special inspections per NFPA 2001 and NFPA 12A. Inspections are completed on a regular basis ensuring that the devices, horns, visual detectors and other life safety devices associated with the fire alarm system are tested. In addition to the regular inspections, on call services might also be provided in the event repairs are required based on inspection results or if issues arise with the fire alarm system such as false alarms or failed components, to name a few.
DISCUSSION
A Request for Proposal (RFP) process was utilized to solicit proposals for fire alarm inspections, repairs and maintenance. The RFP was advertised in June 2018 and five proposals were received on July 17, 2018. The qualifications of the proposers were evaluated by staff from the Building Maintenance Division of Public Works. A summary outlining the costs from each proposer is included in Attachment 2.
Red Hawk Fire and Security was selected as the top ranked proposal for several reasons including past performance, qualified staffing, experience and cost. Staff recommends approval of a three-year agreement not-to-exceed $188,750 with Red Hawk Fire and Security.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment.
FISCAL IMPACT
The amount to be paid to Red Hawk Fire and Security shall be for an amount not-to-exceed $188,750 over a three year term. The estimated cost of on-call services is based on an estimate of past years’ expenditures. The agreement includes $126,591 for inspections and $62,159 for on call services. Anticipated costs from this contract have been included in various departmental budgets for FY 2018/19 and expenditures will be charged as needs arise. Costs beyond FY 2018/19 are subject to appropriation of funds by the City Council.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to execute an Agreement for the Performance of Services with Red Hawk Fire and Security to provide fire alarm inspections, repairs and maintenance at various City buildings for an amount not-to-exceed $188,750 over the three year term of the agreement subject to annual appropriations; and
2. Authorize the City Manager to make minor modifications to the agreement, if necessary; and
3. Authorize the City Manager to extend the term of the agreement with no increase in compensation in the event that the work is not completed by the Agreement end date.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement
2. Cost Comparisons