Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Tri-Signal Integration, Inc. for Fire Sprinkler, Fire Alarm and Intrusion System Monitoring, Testing, Inspecting, Repair and Maintenance on City Buildings in an Amount Not-to-Exceed $368,731 including a 10% Contingency. (Public Works 603)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The purpose of this report is to authorize approval of a five-year agreement with Tri-Signal Integration, Inc. (Tri-Signal) to provide Fire Sprinkler, Fire Alarm and Intrusion System services. Fire sprinklers, fire alarms and intrusion systems at City of Alameda (City) building facilities require 24-hour monitoring, dispatching and maintenance to facilitate immediate response. Tri-Signal was the company selected to provide this service following a competitive solicitation. Staff recommends awarding a contract to Tri-Signal for a total five-year amount not-to-exceed $368,731, which includes a 10% contingency.
BACKGROUND
Various City building facilities have fire sprinklers, fire alarms, and/or intrusion systems that require 24-hour Underwriters Laboratories (UL) listed central station wireless monitoring, testing, general service and repair. Specific testing is required by National Fire Protection Agencies for control panels and other fire system devices that detect and warn people when smoke, fire, carbon monoxide or other fire emergencies are present. Testing for any given device may include batteries, annunciators, smoke detectors, heat detectors, pull stations, water flow, tamper switches and control valves and signage.
City facilities with fire alarms and/or sprinkler systems that require services are: City Hall, City Hall West, Police Station, Police Evidence, Emergency Operations Center, Fire Station #4, Fire Station #5 (Building 6), Maintenance Service Center, West End Library, Carnegie Building, various Alameda Recreation and Parks buildings, Fleet Garage, Civic Center Parking Garage, Building 2 Wing 2, Fire Station Office, Mastick Senior Center, Bayport Recreation Center, Main Library, Bay Farm Island Library, Officer’s Club and the Gymnasium, and Veterans Hall.
DISCUSSION
On July 25, 2025, the City issued a Request for Proposals (RFP) for Fire Sprinkler, Fire Alarm, and Intrusion System Monitoring, Testing, Inspection, Repair, and Maintenance Services. The City received one proposal, submitted by Tri-Signal, the City’s current provider. Tri-Signal has successfully provided these services to the City for the past five years and has consistently met all contractual obligations. Staff reviewed Tri-Signal’s proposal and determined it complete, responsive and aligned with the RFP requirements.
Staff believes several factors contributed to the limited response this solicitation. The scope of work includes many facilities, making the startup costs for conducting a full system inventory and deploying new equipment substantial, which is likely a deterrent for smaller firms. In addition, the RFP identified Tri-Signal as the incumbent provider. Given Tri-Signal’s strong industry reputation and successful track record with the City, other firms may have assumed the City intended to continue with their services.
Tri-Signal’s proposed pricing reflects a 3.6% adjustment over their Fiscal Year (FY) 2024-25 rates and includes coverage for four additional facilities not in the previous scope. Staff considers this pricing to be competitive and recommends awarding the Agreement to Tri-Signal as the responsive and responsible proposer.
The proposed five year agreement amount is a not-to-exceed $368,731, including a 10% contingency (see Exhibit 1). The term begins on November 1, 2025 and ends on June 30, 2030.
ALTERNATIVES
- Award the agreement as recommended by staff.
- Modify the scope of the agreement.
- Do not award the agreement. Not awarding the agreement would place City buildings at risk without monitoring and testing services as this service cannot be performed by in-house staff.
FINANCIAL IMPACT
Funds for this work were budgeted and approved by City Council in the current biennial budget in the Facility Maintenance Internal Service Fund (ISF). Funding for subsequent years in the agreement is subject to City Council approval. The total budget for the agreement over the five-year period is not to exceed $368,731, including a 10% contingency. There is currently no additional impact on the General Fund.
|
Cycle |
Yearly Service - 3% CPI |
Contingency - 10% |
Total Including Contingency |
|
Base Fee - Year 1 |
$67,368 |
|
|
|
FY 25/26 (8 Month - Prorated Year 1) |
$44,912 |
$4,491 |
$49,403 |
|
FY 26/27 |
$69,389 |
$6,939 |
$76,328 |
|
FY 27/28 |
$71,471 |
$7,147 |
$78,618 |
|
FY 28/29 |
$73,615 |
$7,361 |
$80,976 |
|
FY 29/30 |
$75,823 |
$7,582 |
$83,406 |
|
4 Years, 8 Months, Including 10% Contingency |
|
|
$368,731 |
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 does not affect the Alameda Municipal Code. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined by the California Environmental Quality Act (CEQA) Guidelines Section 15378 and is therefore not subject to further CEQA review.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with this action.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Tri-Signal for fire sprinkler, fire alarm and intrusion system monitoring, testing, inspecting, repair and maintenance for City buildings in an amount not to exceed $368,731, including a 10% contingency.
Respectfully submitted,
Erin Smith, Director of Public Works
By,
Chandni Patel, Facilities Project Manager I
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. Agreement