Title
Recommendation to Authorize the City Manager to Execute Three Five-Year Service Provider Agreements, in an Amount Not-To-Exceed $125,000 Each with Woods Works Fire Protection, Inc., RCM Fire Protection, LLC., and Tri-Signal Integration, Inc., for On-Call Fire Sprinkler Maintenance, Repair, and Inspection Services.
In accordance with the California Environmental Quality Act (CEQA), potential environmental impacts of the proposed action have been evaluated and disclosed. On a separate and independent basis, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15061(b)(3) (Common Sense). (Base Reuse and Economic Development 29061822 and 29161822)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The Base Reuse and Economic Development (BRED) Department is responsible for the operation and maintenance of City of Alameda-owned or controlled, leased and vacant buildings at Alameda Point, as well as several locations throughout Alameda. Staff is seeking City Council authorization to enter into agreements with multiple firms to provide on-call maintenance, repair, and inspection services for existing fire sprinkler systems in these buildings to provide a more timely response to these needs. Staff recommends entering into five-year on-call service agreements with three service providers selected through a competitive process: Woods Works Fire Protection, Inc., RCM Fire Protection, LLC., and Tri-Signal Integration, Inc. Each agreement shall have a total value not-to-exceed $125,000 (Exhibits 1, 2, and 3).
BACKGROUND
On-call Service Provider Agreements are used for services requiring expertise that City of Alameda (City) staff does not have and/or to supplement City staff during periods of peak work demand. Currently, there is a need for inspection, maintenance and repair services for the fire sprinkler systems within City-owned and managed properties.
DISCUSSION
On March 7, 2025, BRED issued a Request for Proposals (RFP) for on-call maintenance, repair, and inspection services for existing fire sprinkler systems. To solicit the maximum number of bids and competitive pricing, the project manual and specifications were provided to 18 separate builders’ exchanges throughout the Bay Area. Notices were also placed on the City’s website and published in the Alameda Journal on March 7 and March 14, 2025. After a bidding period of 24 days staff received six (6) timely proposals which were publicly opened on April 1, 2025 at 2:30pm.
After reviewing proposals and conducting follow-up interviews, Staff selected three (3) firms that would best meet the City’s needs and recommend awarding agreements to the following firms:
• Woods Works Fire Protection, Inc.
• RCM Fire Protection, LLC
• Tri-Signal Integration, Inc.
These agreements will be managed by LPC West, LP, the City’s commercial property manager. Staff recommends agreements with three firms rather than one to maximize service provider availability as needed for timely inspection and maintenance work. As on-call agreements, the City will only pay for services that are performed.
ALTERNATIVES
• Authorize the award of agreements to Wood Works Fire Protection, RCM Fire Protection and Tri-Signal, as proposed.
• Reduce the number of agreements awarded. This may impact staff’s ability to initiate timely inspections, maintenance, and repairs.
• Do not authorize the agreements and give other direction to staff.
FINANCIAL IMPACT
The approved Fiscal Year 2025-27 BRED Department budget for Alameda Point (Funds 290 and 291) includes funding for the type of work contemplated under these agreements. Additionally, in some of the City’s leases, tenants are obligated to make these repairs and the City may expend funds through these on-call agreements but is then reimbursed. Funds will only be expended as needed; if the demand is not there, the services will not be requested.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the City’s Strategic Plan priorities to enhance community safety and services and invest in City infrastructure. This action is consistent with the Alameda Municipal Code.
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, potential environmental impacts of the proposed action have been evaluated and disclosed. Pursuant to the streamlining provision of Public Resources Section 21083.3 and Section 15183 of the CEQA Guidelines, no further environmental review is required because the project is consistent with the Alameda Point Zoning Ordinance for the area; the environmental impacts of the Zoning Ordinance were considered in the Alameda Point Project (APP) Final Environmental Impact Report (FEIR) adopted by the City Council on February 4, 2014, in compliance with the California Environmental Quality Act (CEQA); and the project would not result in significant impacts that: (1) are peculiar to the project or project site; (2) were not already identified as significant effects, cumulative effects, or off-site effects in the FEIR; or (3) were previously identified as significant effects; but are determined to be substantially more severe than discussed in the FEIR.
On a separate and independent basis, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15061(b)(3) (Common Sense).
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with this action.
RECOMMENDATION
Authorize the City Manager to execute three (3), five-year Service Provider Agreements in an amount not-to-exceed $125,000 each, with Woods Works Fire Protection, Inc., RCM Fire Protection, LLC., and Tri-Signal Integration, Inc., for on-call fire sprinkler maintenance, repair, and inspection services.
Respectfully submitted,
Abigail Thorne-Lyman, Base Reuse and Economic Development Director
By,
Annie Cox, Administrative Management Analyst
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. Woods Works Fire Protection Inc. Agreement
2. RCM Fire Protection LLC Agreement
3. Tri-Signal Integration Inc. Agreement