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CC -Award of a Five-Year Professional Services Agreement with Siemens for Regular Testing, Maintenance and Repair of the Fire Safety System at City Hall, Transportation Facility, Senior Center and Police Station. .
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Meeting Date: October 9, 2017
Contact Person/Dept: Eric Mirzaian/Public Works
Phone Number: 310-253-6444
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 (October 4, 2017);
Department Approval: Charles D. Herbertson (09/21/17)
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RECOMMENDATION
Staff recommends the City Council Award a five-year professional services agreement with Siemens for regular testing, maintenance and repair of the fire safety system at City Hall, Transportation Facility, Senior Center and Police Station.
BACKGROUND/DISCUSSION
The fire safety systems at City Hall, Transportation Facility, Senior Center and Police Station are comprised of components that include sprinklers, smoke detectors, contact devices, manual fire alarm stations, audible and visual alarm warning devices, and annunciation panels used for monitoring and controlling the system. The systems at these four facilities are original to the construction of those facilities (the system at the Police Station was installed along with City Hall). Siemens was awarded past contracts for the initial install of these systems at these facilities and they have maintained them ever since with past contract renewals occurring in 2007 and 2012. The most recent contract expired on August 31, 2017.
The proposed agreement with Siemens represents an approximate 20% increase from the rates of the recently expired contract due to the fact it will incorporate additional coverage on parts and repair; which will be beneficial as the buildings and their respective systems are getting older and may require more troubleshooting needs should they ever encounter major problems
Siemens manufactured systems are proprietary in nature and Siemens’ certified staff of technicians conduct repair activities. To employ another contractor, or have City staff perform repair activities on their systems would void existing warranties and system performance guarantees. All testing, inspections and repairs are in accordance with current NFPA and State of California standards. It will be more cost effective to continue having Siemens maintain the existing systems rather than research other system providers because installing a new system will be costly due to the need to replace existing systems and components and/or new network cabling.
Pursuant to Culver City Municipal Code (CCMC) Section 3.07.045.A (the equipment, supplies or services are proprietary items of original equipment manufacturers and/or authorized exclusive distributors), these services are exempt from the formal bidding process.
The annual cost break down for all four facilities will be as follows:
Year 1 (9/1/2017 to 8/30/2018) $37,402.00
Year 2 (9/1/2018 to 8/30/2019) $37,963.00
Year 3 (9/1/2019 to 8/30/2020) $38,532.00
Year 4 (9/1/2020 to 8/30/2021) $39,109.00
Year 5 (9/1/2021 to 8/30/2022) $39,695.00
FISCAL ANALYSIS
The monitoring of the Siemens fire safety systems for City Hall, Police Station and Senior Center are funded from the Building Maintenance-Contractual Services account (10160230.619800) while the system at the Transportation facility is funded from Equipment Maintenance-Contractual Services (30870400.619800). Funding is available in the FY 17-18 budget for these services. Appropriate funding will be requested in subsequent budget years.
ATTACHMENTS
1. Proposal by Siemens
MOTION
That the City Council:
1. Award of a five-year professional services agreement with Siemens for regular testing, maintenance and repair for the fire safety systems at City Hall, Transportation Facility, Police Station and Senior Center in the annual amounts of $37,402.00 (Year 1), $37,963.00 (Year 2), $38,532.00 (Year 3), $39,109.00 (Year 4) and $39,695.00 (Year 5), and;
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3. Authorize the City Attorney to review/prepare the necessary documents, and;
4. Authorize the City Manager to approve these documents on behalf of the City.