City of Culver City, California
Agenda Item Report
Meeting Date: 07/06/09 Item Number: J-1
JOINT CITY COUNCIL/REDEVELOPMENT AGENCY BOARD AGENDA ITEM:
Approval of a Three Party Professional Services Agreement with Regency Fire
Protection, Inc. for Inspection, Testing, and Maintenance of Water-based Fire
Protection Systems in City and Agency Buildings.
Contact Person/Dept.:
Michael Pasternak, Community Development;
Ken Quick, Fire;
Heustace Lewis, Public Works;
Jane Leonard, Transportation
Phone Numbers:
(310)253-5708
(310)253-5929
(310)253-6444
(310)253-6523
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Meetings and Agendas – City Council; (E-Mail) Meetings and
Agendas – Redevelopment Agency; (Telephone) Downtown Business Association
(06/18/09); (Telephone) Chamber of Commerce (06/18/09).
Department Approval:
Sol Blumenfeld (06/26/09)
Jeff Eastman (06/30/09)
Charles Herbertson (06/30/09)
Art Ida (07/01/09)
City Attorney Approval:
Agency General Counsel Approval:
Carol A. Schwab (07/01/09)
Murray Kane (06/29/09)
Chief Financial Officer Approval:
Jeff Muir (N. Kimball)(07/01/09)
City Manager/Executive Director
Approval:
Mark Scott (07/01/09)
RECOMMENDATION:
Staff recommends the City Council and Culver City Redevelopment Agency Board
approve a three party professional services agreement, in an amount not to exceed
$28,188, with Regency Fire Protection, Inc. for inspection, testing, and maintenance
of water-based fire protection systems at City and Agency owned buildings.
BACKGROUND:
The purpose of this effort is to bring all City and Agency owned properties into
compliance with the provisions set forth in the 2007 California Fire Code Chapter 9
Section 901 (“Fire Code”), which governs fire protection systems within the State of
California. The Fire Code’s standards for inspection, testing, and maintenance of
water-based fire protection systems (i.e. fire sprinkler systems and related
equipment) come from the National Fire Protection Association 25 standards as City of Culver City, California
Agenda Item Report
amended by the California Code of Regulations - Title 19 (“Title 19”),which were
revised in April 2007 to require quarterly visual inspections of the sprinkler systems,
among other changes.
The standards require inspections of fire systems on a quarterly, annual, and 5-year
basis. Trained and certified technicians must perform the annual and 5-year
certification tests and inspections, whereas non-certified personnel may perform the
quarterly visual inspections. The standards also set the minimum requirements for
record keeping, insisting that two hardcopy sets of test, inspection, and maintenance
records be kept. In addition, the Fire Code stipulates that an “impairment
coordinator” be assigned to each building to ensure that the system is controlled and
in full compliance with the Fire Code’s requirements. These standards are the same
that Fire Prevention Division staff enforces on private building owners city-wide.
As sprinkler system components (hangers, sprinkler heads, valves, flow switches,
etc.) age, they become increasingly susceptible to deterioration. Failure to properly
inspect, test, and maintain system components can result in false alarms or system
failure in the event of a fire. Because the reliability of a system is directly correlated
to the maintenance it receives, staff is proposing this program to provide internal
oversight of the City’s fire prevention systems and to enter into an agreement with a
licensed contractor to perform inspections, tests, and maintenance.
DISCUSSION:
Staff from Community Development, Fire, Public Works, and Transportation worked
together to develop a program that will ensure all City and Agency buildings remain
in compliance with Fire Code and Title 19 requirements.
Staff has sought to maintain as much internal oversight of the fire protection systems
as possible. Public Works staff has designated impairment coordinators for each
building and will administer the contract for fire sprinkler system testing, inspection,
and maintenance. Public Works staff will also perform the required visual quarterly
inspections for City/Agency properties and maintain records of inspections, tests,
and maintenance performed. Invoices and purchase orders for each building will be
handled by designees from the Department having jurisdiction over that building.
To assure the City and Agency received the best price for the work, a Request for
Proposal (“RFP”) was issued to pre-qualified contractors for all City and Agency
owned buildings. To assure the highest degree of efficiency and oversight, staff will
place all City/Agency buildings on the same test and inspection cycle. Because the
Fire Code requires a 5-year certification test requirement, staff is recommending a
five year agreement.
In accordance with Culver City Municipal Code § 3.07.070, which exempts
Professional Services from the formal bidding process, staff issued the RFP to four City of Culver City, California
Agenda Item Report
pre-qualified contractors. Three contractors submitted proposals: Simplex/Grinnell,
Detection Logic, and Regency Testing, Inc.
FISCAL ANALYSIS:
The RFP was released to qualified contractors only i.e., those having the financial,
technical, and staff resources to handle a contract of this scale. Staff is
recommending Regency Testing, Inc. A majority of Regency’s business is focused
on new construction and system installation. The inspection and testing component
of Regency’s business supplements their other activities.
TOTAL COST OF SERVICE CONTRACT OVER FIVE YEAR PERIOD
(INCLUDING CONTINGENCY FOR REPAIRS)
Contractor Simplex /
Grinnell
Detection
Logic
Regency
Testing, Inc.
Price Quote $67,724.50 $52,728 $28,188
COST BREAKDOWN & FUNDING SOURCE
Public Works Transportation
Account
No.
10163200.619800 30868900.600100
Contract
Services Cost
$14,360 $1,250
Emergency
Parts &
Repair
$3,825 $473
Total $18,185 $1,723
Redevelopment Agency
Watseka Ince Cardiff Ivy
Substation
Account
No.
55095800.
610000
55093800.
600100
55093100.
600100
55094400.
600100
City of Culver City, California
Agenda Item Report
Amounts for this contract have been included in the various City and Agency
accounts as part of the Interim Budget for Fiscal Year 2009/2010.
ATTACHMENTS:
1. Attachment I: Comparison of Contractor Rates by Service Sites
2. Attachment II: 2007 California Fire Code Section 9 and Annex B (Sample
Inspection & Testing Checklist)
MOTION:
That the City Council:
1. Approve a three party Professional Services Agreement with Regency Fire
Prevention, Inc. for inspection, testing, and maintenance of water-based fire
protection systems, in an amount not to exceed $19,908, for a five-year period;
and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.
That the Redevelopment Agency Board:
1. Approve a three party Professional Services Agreement with Regency Fire
Prevention, Inc. for inspection, testing, and maintenance of water-based fire
protection systems, in an amount not to exceed $8,280, for a five-year period;
and,
2. Authorize Agency General Counsel to review/prepare the necessary documents;
and,
3. Authorize the Executive Director to execute such documents on behalf of the
Agency.
Contract
Services
Cost
$1,450
$1,650 $1,650 $950
Emerg
ency
Parts &
Repair
$645
$645 $645 $645
Total $2,095 $2,295 $2,295 $1,595
MEETING DATE: 07.06.09
AGENDA ITEM: Consideration of an Agreement with (Contractor) for
Inspection, Testing, and Maintenance of Water-based
Fire Protection Systems in City and Agency Buildings.
ATTACHMENTS
Pages
1. Attachment I: Comparison of Contractor Rates by 1
Service Sites
2. Attachment II: 2007 California Fire Code Section 9 2-8
And Annex B (Sample Inspection & Testing Checklist)
ATTACHMENT I:
COMPARISON OF RATES BY SERVICE SITE
WATER-BASED FIRE PROTECTION SYSTEMS TEST AND INSPECTION RFP
Facility Address
SIMPLEX DETECTION REGENCY SIMPLEX DETECTION REGENCY SIMPLEX DETECTION REGENCY SIMPLEX DETECTION REGENCY SIMPLEX DETECTION* REGENCY^
AGENCY OWNED
Cardiff Parking 3846 Cardiff Ave $3,637.50 $1,500.00 $950.00 $187.50 $800.00 $175.00 $4,387.50 $4,700.00 $1,650.00 $1,600.00
Watseka Parking 3844 Watseka Ave $3,137.50 $1,400.00 $750.00 $187.50 $750.00 $175.00 $3,887.50 $4,400.00 $1,450.00 $800.00
Ince Parking 9099 Washington Blvd $3,700.00 $2,000.00 $950.00 $750.00 $1,100.00 $175.00 $6,700.00 $6,400.00 $1,650.00 $1,200.00
Ivy Substation 9070 Venice Blvd $1,189.00 $500.00 $250.00 $187.50 $300.00 $175.00 Reg 4 Cert. $187.50 $2,689.00 $1,700.00 $950.00 N/A
Subtotals $11,664.00 $5,400.00 $2,900.00 $1,312.50 $2,950.00 $700.00 $17,664.00 $17,200.00 $5,700.00
CITY OWNED
Maintenance Yard 9505 Jefferson Blvd $1,531.25 $800.00 $250.00 $187.50 $450.00 $175.00 Standpipe $100.00 $2,281.25 $2,700.00 $1,125.00 N/A
City Hall 9770 Culver Blvd $3,162.50 $1,600.00 $975.00 $612.50 $500.00 $385.00 Preaction $187.50 $350.00 $6,362.50 $3,600.00 $3,915.00 $800.00
Vet’s Memorial Center 4117 Overland Ave $3,787.50 $600.00 $550.00 $187.50 $300.00 $175.00 Standpipe $650.00 $4,537.50 $2,450.00 $1,250.00 $400.00
Senior Center 4095 Overland Ave $1,493.75 $650.00 $250.00 $187.50 $300.00 $175.00 $2,243.75 $1,850.00 $950.00 N/A
Culver West Park 4162 Wade St $1,306.25 $500.00 $250.00 $187.50 $300.00 $175.00 $2,056.25 $1,700.00 $950.00 N/A
Fire Station #1 9600 Culver Blvd $2,487.50 $700.00 $375.00 $400.00 $300.00 $230.00 $4,087.50 $1,900.00 $1,295.00 N/A
Fire Station #3 11304 Segrell Way $1,493.75 $500.00 $250.00 $187.50 $300.00 $175.00 $2,243.75 $1,700.00 $950.00 N/A
Police Dept. 4040 Duquesne $3,006.25 $1,400.00 $375.00 $375.00 $500.00 $175.00 $4,506.25 $3,400.00 $1,075.00 N/A
Transportation Dept. 4343 Duquesne $2,418.75 $900.00 $550.00 $187.50 $450.00 $175.00 Standpipe $450.00 $3,168.75 $3,150.00 $1,250.00 $400.00
Syd Kronenthal Park 3459 McManus Ave $1,306.25 $500.00 $250.00 $187.50 $225.00 $175.00 $2,056.25 $1,400.00 $950.00 N/A
Transfer Station 9255 Jefferson Blvd $1,493.75 $1,100.00 $250.00 $187.50 $500.00 $175.00 $2,243.75 $3,100.00 $950.00 $400.00
City Municpal Plunge 4175 Overland Ave. $1,045.00 $500.00 $250.00 $187.50 $300.00 $175.00 $1,795.00 $1,700.00 $950.00 N/A
Subtotals $24,532.50 $9,750.00 $4,575.00 $3,075.00 $4,425.00 $2,365.00 $37,582.50 $28,650.00 $15,610.00 *$400 per trip should a pumper truck need to be called back
Grand Total $55,246.50 $45,850.00 $21,310.00 ^$200 per standpipe
Pumper $5,600
Special Notes: $60,846.50
5 Year cost includes Obstruction Investigation
Annual cost includes one quarterly inspection
Quarterly Visuals are for three quarters
There is no water-based protection at Fire Station #2 (removed from list)
Pumper & Retest 5 Year Test Annual Test Total Cost Per Bldg. (Over 5-years) Other Cost
1
ATTACHMENT II:
2007 CALIFORNIA FIRE CODE Chapter 9 Sec 901 and Annex B
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