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CC - (1) Approval of a Professional Services Agreement with Siemens for Upgrade of the Proprietary Fire Safety System Panel at City Hall in an Amount Not-to-Exceed $49,820.00; and (2) Authorize the Public Works Director/City Engineer to Approve Amendment(s) to the Agreement in an Additional Amount up to $4,982.00 for Unanticipated Costs.
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Meeting Date: March 18, 2020
Contact Person/Dept: Eric Mirzaian/Public Works
Phone Number: (310) 253-6444
Fiscal Impact: Yes [X} No [] General Fund: Yes [] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X}
Public Notification: (E-Mail) Meetings and Agendas-City Council (03/11/20, 03/16/20)
Department Approval: Charles D. Herbertson (03/05/20)
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RECOMMENDATION
Staff recommends the City Council (1) approve a professional services agreement with Siemens for upgrade of the proprietary fire safety system panel at City Hall in an amount not-to-exceed $49,820.00; and (2) authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in an additional amount up to $4,982.00 for unanticipated costs.
BACKGROUND/DISCUSSION
At its October 9, 2017 meeting, the City Council approved a five-year professional services agreement with Siemens for regular testing, maintenance and repair of the fire safety systems at City Hall, Transportation Facility, Senior Center and Police Station. The fire safety systems at these facilities 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). Past agreements were approved with Siemens for the initial install of these systems at these facilities and they have maintained them ever since with past renewals occurring in 2007, 2012 and recently in 2017.
Siemens presented a proposal to Public Works staff to upgrade the existing component panels at all four facilities with their newer panel. The maintenance of existing panels was phased out a couple of years ago by Siemens due to the panels reaching the end of their expected life expectancy and due to component availability issues. Thus, the existing panels are no longer supported or serviced by Siemens. To help minimize the conversion costs, the new proposed panels will continue to be compatible with existing field devices (i.e. fire sprinklers, fire alarm, etc.) while providing more advanced features and friendlier user interface. At this time, staff is recommending the upgrade to only the panel at City Hall. This will allow staff to fully utilize and test the new panels before upgrading the panels at the other facilities.
Siemens manufactured systems are proprietary in nature and Siemens’ certified staff of technicians conduct repair activities. To employ another consultant or have City staff perform repair activities on their system would void existing warranties and system performance guarantees. All testing, inspections and repairs are in accordance with current NFPA and State of California standards.
Pursuant to Culver City Municipal Code (CCMC) Section 3.07.055.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 proposed agreement with Siemens will be separate from the five-year agreement that was approved in 2017 as this will be for a one-time upgrade of the panel.
FISCAL ANALYSIS
Sufficient funding, up to the amount of $54,802, has been appropriated in the City Council Adopted Budget for Fiscal Year 2019/2020 for Capital Improvement Project PZ-132-Building Repairs (Acct# 42080000.730100.PZ132).
ATTACHMENTS
1. 2020-03-18_ATT - Proposal by Siemens
MOTION
That the City Council:
1. Approve a professional services agreement with Siemens for upgrade of the proprietary fire safety system panel at City Hall in an amount not-to-exceed $49,820.00; and,
2. Authorize the Public Works Director/City Engineer to approve amendment(s) to the agreement in an additional amount up to $4,982.00 for unanticipated costs; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to approve such documents on behalf of the City.