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 Not to Exceed $317,062.34. (Public Works 707)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
Fire sprinkler, fire alarm and intrusion systems at City of Alameda (City) facilities require 24-hour monitoring and dispatching to allow for an immediate response. The alarms also require close collaboration with the Fire Marshal for testing, inspection, repair and maintenance. Tri-Signal Integration, Inc. (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 of $317,062.34.
BACKGROUND
Various City building facilities have fire alarm, intrusion and/or panic 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.
Prior to the formation of the Facility Maintenance Internal Service Fund (ISF), these services were procured and managed separately by departments. Under the ISF adopted in the Fiscal Year (FY) 2019-21 budget, staff organized all alarm, intrusion and/or panic system services under one contract and one budget. City facilities with fire alarms and/or sprinkler systems that need 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, Alameda Recreation and Parks, 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 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 |
$52,383.00 |
Although staff was in touch with four interested firms during the solicitation, only one bid was received. The low response might be due to this contract being fairly small for the types of firms providing these services. In addition, the City’s existing City alarm devices are of various makes/models, which creates challenges when calculating the potential return on investment for firms considering spending time preparing a proposal. Staff contacted the City of Glendale, City of Santa Monica and City of Pasadena, and heard only positive reviews of Tri-Signal’s performance.
Staff recommends awarding a contract to Tri-Signal for a total five-year amount of $317,062.34. 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
• Award the contract with Tri-Signal.
• Reduce or increase the scope and budget of the proposed contract.
• Do not award this contract and give other direction to staff.
FINANCIAL IMPACT
Budget for this contract is included in the Facility Maintenance ISF (Fund 707). The budgeted amount for FY 2019-20 is prorated for a contract effective date of May 1, 2020. Subsequent fiscal year totals are for the entirety of that fiscal year. There is no impact to the General Fund.
|
Contract |
(CCI) |
CPI Total Each Year |
TOTAL |
Contingency |
TOTAL |
|
FY19-20 |
0% |
$ 0.00 |
$ 10,130.50 |
$ 1,013.05 |
$ 11,143.55 |
|
FY20-21 |
0% |
$ 0.00 |
$ 52,383.00 |
$ 5,238.30 |
$ 57,621.30 |
|
FY21-22 |
3% |
$1,571.49 |
$ 53,954.49 |
$ 5,395.45 |
$ 59,349.45 |
|
FY22-23 |
3% |
$1,618.63 |
$ 55,573.12 |
$ 5,557.31 |
$ 61,130.43 |
|
FY23-24 |
3% |
$1,667.19 |
$ 57,240.31 |
$ 5,724.03 |
$ 62,964.34 |
|
FY24-25 |
3% |
$1,717.21 |
$ 58,957.52 |
$ 5,895.75 |
$ 64,853.27 |
|
TOTAL |
12% |
$6,574.52 |
$288,238.94 |
$28,823.89 |
$317,062.34 |
Any contract amount beyond FY 2020-21 will be subject to future available appropriations approved by the City Council.
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
There are no climate impacts from awarding this contract.
RECOMMENDATION
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 in an amount not to exceed $317,062.34.
CITY MANAGER RECOMMENDATION
The City Manager requests authorization to execute a five-year agreement with Tri-Signal Integration, Inc.
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