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HomeMy WebLinkAboutItem 11p - Fire System Testing and Repairs Change OrderChange Order for Fire System Testing and Repairs June 3, 2025 Page 1 of 3 DATE: June 3, 2025 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 RECERTIFICATION, IN THE AMOUNT OF $28,000 CEQA: Not a Project Recommendation: Approve SUMMARY Every fiscal year, the Public Works Services Department (“PWSD”) opens a Purchase Order for the recertification of fire extinguishers, and for the testing and repair of fire alarms and fire sprinklers at various City facilities. Recently, the PWSD included the Police Department in the list of facilities requiring testing and repairs. With the recently added facility, as well as unforeseen malfunctions of the fire alarm and sprinkler system at multiple facilities, the current Purchase Order is not sufficient to cover the amount of work required by HCI Systems, Inc. The total cost of work required for the year exceeds the Purchase Order amount by $28,000. Since the total cost of work by HCI Systems, Inc. now exceeds the City Manager’s signature authority of $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 recertification, in the amount of $28,000. BACKGROUND The PWSD is responsible for 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. 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. Additionally, HCI Change Order for Fire System Testing and Repairs June 3, 2025 Page 2 of 3 Systems, Inc. has been awarded the California Multiple Award Schedule (“CMAS”) cooperative purchase contracts, allowing the PWSD to issue an annual purchase order requisition for $29,999, without going through the informal bidding process. DISCUSSION In previous years, the Police Department managed their own Purchase Order for fire extinguisher recertification, and the testing and repair of fire alarms and fire sprinklers at their facility. In Fiscal Year 2024-25, the PWSD added the Police Department building to its list of facilities requiring testing and repairs. The cost to test and repair fire alarms and fire sprinklers at the Police Department building, as well as recertify the fire extinguishers, is approximately $19,000. Furthermore, unforeseen repairs were needed to the fire alarm sprinklers at the Gilb Museum and Public Works Yard, and the fire alarm and fire sprinkler system at the Arcadia Public Library. These repairs resulted in unanticipated costs that exceeded the annual Purchase Order amount. Additionally, several five-year tests and supplemental repairs were also due to meet regulatory standards. The additional repairs and testing services are approximately $9,000. Altogether, the inclusion of the Police Department building to the PWSD’s annual Purchase Order, the additional unforeseen repairs to the various facilities, and the costs associated with the new compliance requirements totals $28,000, bringing the cost of all work in Fiscal Year 2024-25 to $57,999. This requested Change Order includes all work necessary for the remainder of the fiscal year. While this Purchase Order was previously approved by the City Manager, the increased costs now exceed the City Manager’s $30,000 signature authority, and City Council approval is required. 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 recertification, in the amount of $28,000. 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 funding the fire safety system expenses of their respective facilities. Upon review, sufficient funds are available in the Fiscal Year 2024- 25 Operating Budgets to cover the requested Change Order for HCI Systems, Inc. Change Order for Fire System Testing and Repairs June 3, 2025 Page 3 of 3 The Fiscal Year 2024-25 Purchase Order with HCI Systems, Inc. will be the final purchase order for fire system testing and repairs, as these services will be included in a Capital Improvement Program (“CIP”) project that addresses monitoring and repair of the City’s fire suppression systems. This project is part of the Fiscal Year 2024-25 Capital Improvement Program and will be presented during a future City Council meeting. 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 recertification, in the amount of $28,000.