Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Tri-Signal Integration, Inc. for Fire and Intrusion Alarm Monitoring, Maintenance and Repair in an Amount, Including Contingency, Not to Exceed $292,629. (Public Works 707)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Fire and intrusion alarms at City of Alameda (City) building facilities require constant monitoring to ensure a continuity of service. The alarms also require close collaboration with the Fire Marshall for inspection, repair and maintenance. Tri-Signal Integration, Inc. was the selected firm to provide this service following a competitive solicitation. Staff recommends awarding a contract to Tri-Signal Integration, Inc. for a total five-year amount of $292,629.
BACKGROUND
The City is in need of the services of an outside organization to the help with fire and intrusion alarm monitoring, maintenance, and repair in 23 separate City buildings, including: City Hall, Fire Station #4, Police Station, Police Evidence, Maintenance Service Center, West End Library, Carnegie Building, City Hall West, Alameda Recreation and Parks, Fleet Garage, Emergency Operations Center, Civic Center Parking Garage, Building 2 Wing 2, Fire Station #5 (Building 6), Fire Station Office, Mastick Senior Center, Bayport Recreation Center, Veterans Hall, Bay Farm Island Library, Main Library, Officer’s Club and the Gymnasium. This includes inspections; adjustments and maintenance of the monitoring devices, including repair and replacement of components and equipment; maintenance of schedules and records; stocking of materials; and housekeeping, to ensure each alarm system is functioning in good working order and meets all industry standards and manufacturer’s specifications.
DISCUSSION
On June 18, 2019, the Public Works Department issued a Request for Proposal (RFP) for Fire and Intrusion Alarm Monitoring, Maintenance and Repair. To solicit the maximum number of proposals and most competitive price, the RFP was provided to 19 separate builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. A notice was also placed on the City’s website on June 18, 2019, and published in the Alameda Journal on June 20, 2019. After a bidding period of 37 days, one contractor submitted a proposal on July 24, 2019.
|
Bidder |
Location |
Bid Amount |
|
Tri-Signal Integration, Inc. |
San Leandro, CA |
$49,036 |
Public Works staff contacted two references provided by the bidder and received positive feedback on the ability of the company to meet the project requirements and the quality and timeliness of their work.
Staff recommends awarding a contract to Tri-Signal Integration, Inc. for a total five-year amount of $292,629, including contingency. The contractor is not guaranteed any of the contingency amount and use of the contingency will be at the sole discretion of the City for work not originally anticipated in the RFP. The RFP also informed the successful bidder that they shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The contract is attached as Exhibit 1.
ALTERNATIVES
• Authorize the five-year agreement with Tri-Signal Integration, Inc. for fire and intrusion alarm monitoring, maintenance and repair.
• The City Council could take no action at this time.
FINANCIAL IMPACT
The budgeted amount for Fiscal Year (FY) 2019-20 shall not exceed $30,434.80 (includes six after hour callouts, six weekend/emergency callouts and contingency). The proposed annual amounts for FY 2020-21 through FY 2023-24 are presented in the table below. FY 2019-21 contract amounts are budgeted in the Facilities Maintenance Fund (707). Remaining years will be subject to City Council approval of future Budgets. There is no impact to the General Fund.
|
Contract |
(CPI) |
CPI Total Each Year |
TOTAL |
Contingency |
TOTAL |
|
FY 2019-20 |
0% |
$ 0.00 |
$ 27,668.00 |
$ 2,766.80 |
$ 30,434.80 |
|
FY 2020-21 |
3% |
$ 830.04 |
$ 56,996.08 |
$ 5,699.61 |
$ 62,695.69 |
|
FY 2021-22 |
3% |
$1,709.88 |
$ 58,675.96 |
$ 5,867.60 |
$ 64,543.56 |
|
FY 2022-23 |
3% |
$1,760.28 |
$ 60,436.24 |
$ 6,043.62 |
$ 66,479.86 |
|
FY 2023-24 |
3% |
$1,813.09 |
$ 62,249.33 |
$ 6,224.93 |
$ 68,474.26 |
|
TOTAL |
12% |
$6,113.29 |
$266,025.61 |
$26,602.56 |
$292,628.17 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt pursuant to CEQA Guidelines Section 15301(c), Existing Facilities.
CLIMATE IMPACTS
Not applicable to this report.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Tri-Signal Integration, Inc. for fire and intrusion alarm monitoring, maintenance and repair in an amount, including contingency, not to exceed $292,629.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Erin Smith, Deputy Public Works Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract
cc: Eric Levitt, City Manager