HomeMy WebLinkAboutItem 12h - Installation and Repairs to Fire Department's Emergency Lighting and Communication Equipment
DATE: July 16, 2019
TO: Honorable Mayor and City Council
FROM: Michael E. Lang, Fire Chief
By: Chen Suen, Battalion Chief
SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
WITH DB ELECTRONICS, LLC FOR INSTALLATION AND REPAIRS TO
FIRE DEPARTMENT EMERGENCY LIGHTING AND SIRENS,
ELECTRONICS, AND COMMUNICATION EQUIPMENT IN AN AMOUNT
NOT TO EXCEED $30,000
Recommendation: Approve
SUMMARY
In July 2018, the City Council approved a Professional Services Agreement (“PSA”) with
DB Electronics, LLC for the installation and repairs to the Fire Department’s emergency
lighting and sirens, electronics, and communication equipment in an amount not to
exceed $30,000. To ensure consistency in workmanship and delivery of quality
customer service by the contractor, it is recommended that the City Council approve,
and authorize and direct the City Manager to execute an amendment to the
Professional Services Agreement with DB Electronics, LLC for the same suite of
services. Approval of this amendment would extend the Agreement through June 30,
2020, with no change or increase in contract cost (see attached Amendment No.1).
BACKGROUND
The Fire Department has a very extensive network of communication and emergency
response-related equipment located on fire apparatus and in each of the three fire
stations. This includes, but is not limited to, Mobile Data Computers (“MDCs”), mobile
and portable radio equipment, station alerting, emergency lighting, and vehicle sirens.
This equipment must be in a state of readiness to ensure timely and efficient response
to emergency incidents, and thus requires ongoing maintenance and repairs, as
needed.
Extend Agreement for Installation & Repairs to the Fire Department’s
Emergency Lighting & Communication Equipment
July 16, 2019
Page 2 of 3
In July 2017, an informal bid request was sent to multiple vendors for the i nstallation
and repairs to the Fire Department’s emergency lighting and sirens, electronics, and
communication equipment. Of the three bids received, DB Electronics, LLC was
deemed the lowest, most qualified, and experienced company that could deliver the
requirements outlined in the bid specifications. The bid allowed for a three-year fixed
price agreement plus three additional one-year annual extensions through June 30,
2023. A Professional Services Agreement was not issued during the initial contract
term since the amount of the bid was below the threshold amount required for issuing
an annual PSA. The original amount of the PO was for $14,900.
In FY 2018-19, the City Council formally approved a Professional Services Agreement
with a contract amount of $30,000 due to increases in service levels guided by regional
and manufacturer requirements, including Verdugo Communications system upgrade
mandates.
DISCUSSION
The Department’s communication equipment and emergency lighting for fire apparatus
take extensive and specialized knowledge and experience. Over the past few years,
many customized installation and designs were developed by DB Electronics , LLC. for
the apparatus. Just in the past year, they completed the installation of Mobile Data
Computers (“MDCs”) for all apparatus as part of the ongoing Verdugo Fire
Communications Computer-Aided Design (“CAD”) upgrade, and outfitted of the new
Battalion Chief vehicle with emergency lighting, siren, and communications equipment.
DB Electronics, LLC. has been performing work for the Arcadia Fire Department for
several years with exceptional performance. They possess a high level of familiarity
and understanding of the intricacies particular to the Arcadia Fire Department’s
apparatus and have the special training, knowledge, and expertise necessary for all the
Department’s emergency lighting, sirens, electronics, and communications equipment .
Therefore, in addition to the anticipated repairs and installation requirements from the
normal wear and tear of the equipment, the extension of the contract is important to
continue consistency in workmanship and style delivered by this contractor. Approval
of this amendment would extend the Agreement through June 30, 2020, with no change
or increase in contract cost.
ENVIRONMENTAL ANALYSIS
This proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
Extend Agreement for Installation & Repairs to the Fire Department’s
Emergency Lighting & Communication Equipment
July 16, 2019
Page 3 of 3
FISCAL IMPACT
Sufficient funds in the amount of $30,000 have been allocated in the Fiscal Year 2019-
20 Fire Department Operating Budget for lighting and communication needs.
RECOMMENDATION
It is recommended that the City Council approve, and authorize and direct the City
Manager to execute, an amendment to the Professional Services Agreement with DB
Electronics, LLC. for the installation and repairs to fire department emergency lighting
and sirens, electronics, and communication equipment in an amount not to exceed
$30,000.
Attachment: Proposed Amendment No. 1 to Professional Services Agreement
AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT FOR THE INSTALLATION AND REPAIRS
TO FIRE DEPARTMENT EMERGENCY LIGHTING AND SIRENS,
ELECTRONICS AND COMMUNICATION EQUIPMENT
BY AND BETWEEN THE CITY OF ARCADIA
AND DB ELECTRONICS
This Amendment No. 1 (“Amendment No. 1”) is hereby entered into this ______ day of
______________, 2019 by and between the City of Arcadia, a municipal corporation of the
State of California, and DB Electronics., a Limited Liability Company, with respect to that certain
Professional Services Agreement between the parties dated July 25, 2018 (“Agreement”).
The Parties agree as follows:
1. Pursuant to Section 3.1.2 of the Agreement, the Term is hereby extended from July 1,
2019 to June 30, 2020 (“Extended Term”).
2. All terms and provisions of the Agreement not amended by this Amendment No. 1 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 1 on the date set
forth below.
CITY OF ARCADIA DB ELECTRONICS, LLC
By: By:
Dominic Lazzaretto
City Manager Title:
Dated: Dated:
By:
ATTEST: Title:
Dated:
___________________________________
City Clerk
APPROVED AS TO FORM CONCUR:
Stephen P. Deitsch Michael E. Lang
City Attorney Fire Chief