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CC - CONSENT ITEM: Authorization of a Task Order in an Amount Not-to-Exceed $67,530 with Kimley-Horn to 1) Prepare Plans and Specifications to Replace the Fire Alarm Systems Located at Fire Stations One, Two, and Three, and 2) Oversee Installation of the New Systems by the Selected Contractor, Pursuant to the City’s On-Call Agreement with Kimley-Horn.
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Meeting Date: June 9, 2025
Contact Person/Dept: Gary Wansley/Public Works
Joe Susca/Public Works
Phone Number: 310-253-6444/5636
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/05/2025); (E-Mail) Kimley-Horn, IMEG, Coffman, CWE, NV5 (05/08/2025).
Department Approval: Yanni Demitri, Public Works Director/City Engineer (05/19/2025)
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RECOMMENDATION
Staff recommends the City Council authorize a task order with Kimley-Horn in an amount not-to-exceed $67,530 to 1) prepare plans and specifications to replace the fire alarm systems at all three of the City’s fire stations to insert into a Request for Proposals (“RFP”), and 2) oversee the construction work performed by the selected contractor, pursuant to the City’s on-call agreement with Kimley-Horn, CIP No. PZ-132 Building Maintenance.
BACKGROUND
On July 10, 2023, staff presented City Council with the results of the request for qualifications process conducted for on-call traffic engineering, civil engineering, construction management, inspection services, facility maintenance, geotechnical, and hazardous material testing. In response, the City Council approved five-year on-call professional services agreements with 26 individual firms, including Kimley-Horn.
DISCUSSION
Fire Stations One, Two and Three contain fire life safety systems comprised of smoke detectors, audible alarms, visual alarms, and sprinkler systems that are connected to a centralized panel. According to a facility condition assessment performed by Faithful + Gould in 2019, all three fire alarm systems are beyond their useful life and require replacement.
Staff prepared a scope of services and released it to qualified on-call engineering firms to prepare plans and specifications for the replacement fire alarm systems to insert into a Request for Proposals (“RFP”) to release to competing contractors to remove the old systems, and to purchase, install, and program the new systems. The scope of services also requested the on-call firm participate in evaluating the merits of each proposal the City receives and to perform construction management services during the project’s implementation. Staff received the following five responses:
Kimley-Horn has performed similar work for their other clients, and staff found their references to be favorable. Staff recommends selecting Kimley-Horn as the lowest price bidder.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding to cover the $67,530 cost of the Task Order in CIP Project No. PZ-132 (Building Maintenance) which can be found in the Capital Improvements section of the budget book under Capital Improvements and Acquisitions Fund - Facilities Planning Reserve (Fund 420F) on page 480.
MOTION
That the City Council:
Authorize a Task Order for the preparation of fire alarm system plans and specifications for the City’s three fire stations and to perform construction management services in an amount not-to-exceed $67,530; pursuant to the City’s on-call professional services agreement with Kimley-Horn.