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HomeMy WebLinkAboutItem 12p - Change Order for Fire System Testing and RepairsChange Order for Fire System Testing and Repairs June 18, 2024 Page 1 of 3 DATE: June 18, 2024 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: CHANGE ORDER TO INCREASE THE PURCHASE ORDER WITH HCI SYSTEMS, INC. FOR FIRE ALARM AND FIRE SPRINKLER, TESTING AND REPAIRS, AND FIRE EXTINGUISHER RE-CERTIFICATION, IN THE AMOUNT OF $15,388.19 CEQA: Not a Project Recommendation: Approve SUMMARY Every fiscal year, the Public Works Service Department opens a purchase order with HCI Systems, Inc. for the testing and repairs to fire alarms and fire sprinklers at various City facilities, as well as the recertification of fire extinguishers in the buildings. Due to a prolonged vacancy of the General Services Superintendent position and unforeseen malfunctions of the fire alarm or sprinkler systems at multiple facilities, the annual purchase order was not sufficient to cover the amount of work required by HCI Systems, Inc., to keep all fire safety systems operating properly at all City facilities. Because multiple facilities required extensive immediate repairs and replacements to their sprinkler systems, in addition to the annual service and inspections necessary to keep certifications up to date, the total cost of work required for the year exceeds the purchase order amount by $15,388.19. Since the total cost of work by HCI Systems, Inc. now exceeds $30,000, the Change Order requires City Council approval. For these reasons, it is recommended that the City Council approve a Change Order to increase the Purchase Order with HCI Systems, Inc. for fire alarm and fire sprinkler, testing and repairs, and fire extinguisher re-certification, in the amount of $15,388.19. BACKGROUND The Public Works Services Department (“PWSD”) is responsible for maintaining the certification and repair of fire alarm and fire sprinkler systems throughout City facilities. This responsibility includes responding to reports when alarms are not functioning properly as well as scheduling and maintaining records of regular inspections and repairs. The testing, maintenance, and repair of fire alarms and fire sprinklers is undertaken and managed by the General Services Superintendent. The position was vacant for an Change Order for Fire System Testing and Repairs June 18, 2024 Page 2 of 3 extended period before being permanently filled in July 2023. During the vacancy, some maintenance efforts were delayed, leading to unforeseen repairs needed to the fire sprinkler systems at four City facilities. The Public Works Yard, Police Department, Library and Museum buildings all require multiple repairs and replacements to get their fire sprinkler and/or alarm systems fully operational and certified. HCI Systems, Inc. has been the City’s longstanding contractor for fire alarm and fire sprinkler testing and repairs, as well as fire extinguisher certification. HCI Systems, Inc. maintains the training and certifications required to conduct testing and repairs in-house, greatly reducing service timelines. HCI Systems has been awarded California Multiple Award Schedule (“CMAS”) cooperative purchase contracts, allowing the PWSD to issue an annual purchase order requisition for $25,000, without going through the informal bidding process. DISCUSSION Due to unforeseen repairs needed for the fire alarm sprinklers at the Museum and Public Works Yard; the fire alarm system at the Police Station; and the fire alarm and fire sprinkler system at the Library, the annual purchase order of $25,000 with HCI Systems, Inc. is insufficient to cover annual inspections and additional work needed to keep all fire sprinkler and alarm systems certified and operational. In December 2023, in anticipation of the additional work, the PWSD requested a change order to increase the Purchase Order to $29,900. Staff initially thought this new amount would be sufficient to cover all work required for the remainder of the Fiscal Year; however, the additional repairs required to the fire systems at these facilities exceeded the first Change Order. The repairs cost an additional $15,388.19, bringing the total cost of all work by HCI Systems, Inc. in Fiscal Year 2023-24 to $45,288.19, necessitating an additional increase to the Purchase Order. This requested Change Order includes all work necessary for the remainder of the Fiscal Year. It is recommended that the City Council approve a Change Order to increase the Purchase Order with HCI Systems, Inc. for fire alarm and sprinkler testing and repairs, and fire extinguisher re-certification, in the amount of $15,388.19. ENVIRONMENTAL ANLYSIS The proposed action does not constitute a project under Section 15061(b)(3) of the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Each Department is responsible for covering the fire safety system expenses of their respective facilities. Sufficient funds are available in the Fiscal Year 2023-24 Operating Budgets to cover these costs. PWSD will work with HCI Systems, Inc. to develop a budget for inspections and possible repairs needed in future fiscal years. Change Order for Fire System Testing and Repairs June 18, 2024 Page 3 of 3 RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Change Order to increase the Purchase Order with HCI Systems, Inc. for fire alarm and fire sprinkler, testing and repairs, and fire extinguisher re-certification, in the amount of $15,388.19.