Loading...
HomeMy WebLinkAboutItem 12w - Security Fire Suppression Equipment STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: June 16, 2026 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Leonel Martin, Public Works Project Manager SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH JONES-WALBAUM CORPORATION DBA AMERICAN BUSINESS MACHINES FOR FIRE ALARM AND FIRE SUPPRESSION REPAIRS, AND ADDITIONAL ACCESS CONTROL PANELS, CAMERAS, AND EQUIPMENT IN THE AMOUNT OF $384,398.38 CEQA: Not a Project Recommendation: Approve SUMMARY On July 15, 2025, the City Council authorized and directed the City Manager to execute a Professional Services Agreement (“PSA”) with Jones-Walbaum Corporation dba American Business Machines for security alarm and fire suppression system installation, monitoring, and repair services, and security camera and access control upgrade and installation, in the amount of $883,916.77, with a 10% contingency. On January 20, 2026, the City Council approved an Amendment to the PSA, in the amount of $101,276.29, for additional cameras needed for the Arcadia Police Department Jail. After completing inspections of the fire alarm and fire suppression systems, as well as installing security system equipment throughout all City facilities, it has been determined that a second amendment to the PSA is necessary. Inspections of the fire alarm and fire suppression systems at all City facilities identified repairs necessary to meet National Fire Protection Association (“NFPA”) standards and local fire codes. It was also determined that an additional facility (Orange Grove Well Facility) requires access control and cameras, and that supplemental cameras, keypads, and panic buttons are needed at the Library, Amendment to the Security System PSA June 16, 2026 Page 2 of 6 Museum Education Center, Public Works Service Center, City Hall, and Fire Station 106. Furthermore, after replacing all the cameras at the Police Department, it was discovered that the existing 53 cameras need to be rewired. The current CAT5 wiring was previously extended using legacy coaxial cable, which is not compatible with the new video recording system. The Police Department also needs a monitoring station and two intercoms. It is recommended that the City Council approve, authorize, and direct the City Manager to execute a second amendment to the PSA with Jones-Walbaum Corporation dba American Business Machines for fire alarm and fire suppression repairs, and additional access control panels and cameras in the amount of $384,398.38. This additional work is within the original budget for this project. BACKGROUND Over the past few years, many City of Arcadia facilities have experienced persistent challenges with their security and access control systems. These challenges included inconsistent performance, outdated technology, and difficulty maintaining legacy systems that are no longer supported or efficient. As the reliability of these critical systems continued to decline, it became apparent that a Citywide upgrade to the security and fire alarm system was necessary. On July 15, 2025, the City Council approved a PSA with Jones-Walbaum Corporation dba American Business Machines (“ABM”), in the amount of $883,916.77, with a 10% contingency for security alarm and fire suppression system installation, monitoring, and repair services, and security camera and access control upgrade and installation. As part of this PSA, a new system that includes advanced access control solutions, upgraded fire protection systems, and state-of-the-art security monitoring tools, have been installed. Notable features of the new security system include cloud-based management software, mobile app integration, and high-resolution 4K security cameras. On January 20, 2026, the City Council approved an Amendment to the PSA, in the amount of $101,276.29, for additional cameras needed for the Arcadia Police Department Jail. Amendment to the Security System PSA June 16, 2026 Page 3 of 6 The Public Works Services Department (“PWSD”) has been working with ABM to complete camera, access control, and security system installation at the Council Chambers, Community Center, Recreation Building, Museum Education Center, Gilb Museum, Library, and City Hall. Fire alarm/fire suppression inspections and reports have been completed for all facilities. The report results have determined that swapping individual parts to keep the existing systems operational is not feasible. The fire alarm/fire suppression systems at most facilities are outdated, and much of the existing hardware is obsolete and no longer manufactured, requiring replacement. Additionally, the City was unable to locate existing plans or schematics for most of the fire alarm systems, so a new set of plans will be produced for the City’s records. These plans will help identify and locate components that may fail in the future, allowing staff to address issues promptly. Furthermore, it has been determined that additional equipment is still needed. The Orange Grove Well Facility requires an access control system and cameras, and supplemental cameras, keypads, and panic buttons are needed at certain locations at City Hall, the Library, Museum Education Center, Public Works Service Center, and Fire Station 106. After replacing all the cameras at the Police Department, it was discovered that the existing 53 cameras need to be rewired. The current CAT5 wiring was previously extended using legacy coaxial cable, which is not compatible with the new video recording system. The Police Department also needs a monitoring station and two intercoms. A second amendment to the PSA with ABM is necessary to include the necessary work, equipment, and plans. DISCUSSION The PSA with ABM included the inspection of each facility's fire alarm and fire suppression systems, as well as reports identifying repairs needed to make each system fully operational and turnkey-ready. A monetary amount for these repairs could not be included in the original agreement because the condition of each system was unknown. The reports produced by ABM determined that swapping individual parts to keep the existing fire alarms/fire suppression systems operational is not feasible. The systems at most facilities are outdated, and much of the existing hardware is obsolete and no longer manufactured. To bring the systems online to operate efficiently, the existing hardware must be replaced with new strobes, fire alarms, dialers, and fire alarm panels. Portions of the system must also be rewired. Additionally, the City was unable to locate existing plans or schematics for most of Amendment to the Security System PSA June 16, 2026 Page 4 of 6 the fire alarm systems. As part of the amendment with ABM, a new set of plans will be produced. The need for fire alarm/fire suppression system repairs is essential. At the Community Center, the fire alarm has activated for extended periods of time, disturbing patrons, and the fire door has triggered and closed randomly, presenting a safety risk. The City's previous security company repeatedly performed temporary fixes that would fail shortly after each visit, requiring the City to call them back to perform the same work over a period of years, at a cost of several hundred dollars per visit. These issues have also occurred at the Library and City Hall. Furthermore, after determining that an additional water treatment system will be installed at the Orange Grove Well facility, it was decided that the access control should be updated and that cameras should be installed for additional security. The Orange Grove Well facility currently has access control; however, it operates on an older, standalone access control platform. Replacing it and consolidating the system onto the City's unified alarm system will allow staff to use the same credentials across all facilities. Included as part of this amendment are additional cameras, keypads, and panic buttons at several existing facilities. City Hall will receive an additional control access keypad for the basement. The Arcadia Library will receive two additional cameras to address coverage gaps; recent incidents involving stolen bicycles and scooters have occurred in areas with no camera coverage. The Museum Education Center (“MEC”) recently had an intruder gain entry through the rear of the building in an area not covered by a camera. The Gilb Museum and the MEC will each receive one panic button for emergency use. Public Works will receive two additional cameras to improve coverage of the yard in the event of intruders. Fire Station 106 will receive four additional cameras in locations where coverage has been identified as necessary, including the area in front of the flagpole, where recent vandalism has occurred, the secondary front entrance, and the rear gate. Furthermore, this second amendment to the PSA will include the re-wiring of the cameras at the Police Department. It was recently discovered that the wiring of the existing 53 cameras at the Police Department consists of CAT5 wiring, which is not compatible with the new video recording system. In addition, three covert cameras will be installed in three interview rooms. The Police Department will also have an Amendment to the Security System PSA June 16, 2026 Page 5 of 6 additional monitoring station and two intercoms installed in the jail, Watch Commander's office, and the Chief's office. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT Funds in the amount of $3.0 million were budgeted in the Fiscal Year 2024-25 Capital Improvement Program for this project. On July 15, 2025, the City Council executed a PSA in the amount of $883,916.77, with a 10% contingency for the security alarm and fire suppression system installation, monitoring, and repair services and security camera and access control upgrade and installation. On January 20, 2026, the City Council approved an Amendment to the PSA in the amount of $101,276.29, for additional cameras at the Arcadia Police Department Jail. The total cost for the second Amendment to this PSA is $384,398.38. With all proposed changes, the total cost of the agreement will increase to $1,369,591.44. Adding a 10% contingency to that figure would raise the maximum cost to $1,506,550.58, which is slightly over half of the budgeted amount. Therefore, sufficient funds are available in the Fiscal Year 2024-25 Capital Improvement Program to fund this amendment. 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, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Jones-Walbaum Corporation dba American Business Machines for fire alarm and fire suppression repairs, and additional access control panels, cameras, and equipment in the amount of $384,398.38, with a 10% contingency for all approved work. Amendment to the Security System PSA June 16, 2026 Page 6 of 6 Attachment: Proposed Amendment No. 2 to the Professional Services Agreement AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT FOR THE SECURITY ALARM AND FIRE SUPPRESSION SYSTEM INSTALLATION, MONITORING, AND REPAIR SERVICES AND SECURITY CAMERA AND ACCESS CONTROL UPGRADE AND INSTALLATION BY AND BETWEEN THE CITY OF ARCADIA AND AMERICAN BUSINESS MACHINES This Amendment No. 2 (“Amendment No. 2”) is hereby entered into this ____ day of ________________, 2026 by and between the City of Arcadia, a municipal corporation of the State of California, and American Business Machines, a California Corporation, with respect to that certain Professional Services Agreement between the parties dated October 14, 2025 (“Agreement”), further amended by Amendment No. 1 dated March 10, 2026, and further amended by Amendment No. 2 dated ________________________. The Parties agree as follows: 1. Pursuant to Section 2(b) of the Agreement “Compensation”, the Compensation is hereby amended to provide an additional compensation (increase) to the original Agreement due, and as further amended by Amendment No. 1, and payable to the Contractor in an amount not to exceed Three Hundred Eighty-Four Thousand, Three Hundred Eighty-Four Dollars and Thirty-Eight Cents ($384,398.38), the compensation is amended as referenced in the attached Exhibit “B” – Schedule of Charges/Payments. 2. Pursuant to Section 1 of the Agreement “Services”, the Services are amended as referenced in the attached Exhibit “A” – Scope of Services. 3. All terms and provisions of the Agreement not amended by this Amendment No. 2 are hereby reaffirmed. [SIGNATURES ON FOLLOWING PAGE] In witness whereof the Parties have executed this Amendment No. 1 on the date set forth below. CITY OF ARCADIA AMERICAN BUSINESS MACHINES By: By: Dominic Lazzaretto City Manager Title: Dated: Dated: By: ATTEST: Title: Dated: City Clerk APPROVED AS TO FORM: CONCUR: Michael J. Maurer Paul Cranmer City Attorney Public Works Services Director Exhibit “A” Scope of Services The Additional Scope of Services for the Security Alarm and Fire Suppression System Installation, Monitoring, and Repair Services and Security Camera and Access Control Upgrade and Installation, are hereby amended to include the following: Amendment 2 — Scope of Services Upper City Hall • 1 Keypad access control for exterior basement door + run • Fire alarm troubleshooting and re-wiring for communication issues (basement mechanical room duct detector) • Fire suppression repairs: faded Backflow Control and Main Drain signs; install coverage for 4' wide ducts in basement Lower City Hall • Fire suppression repairs: faded Backflow Control and Main Drain signs Community Center & Recreation Building • New Fire Alarm System — remove existing Bosch Radionics FACP and all devices; install new N16E FACP with new wireless devices, smoke detectors, AVs, and modules; install new annunciator hardwired to panel; lifts included • Fire suppression repairs: install missing ITV signs and valve signs; replace 12 painted cover plates and missing 401 skirt; install missing escutcheons; address oversized sprinkler head spacing in office hallway; install FDC address sign; paint backflow, FDC, and connection points red per Fire Inspector; raise Inspector's Test valve Council Chambers • New Fire Alarm System — remove existing Bosch Radionics Panel and replace with new NFW-50X; replace annunciator and all initiating devices (smokes, heats, pull stations, duct detectors); re-use existing wiring and notification devices; lifts included Arcadia Public Library • 2 Exterior Cameras + runs (bike rack and adjacent coverage area) • Fire alarm troubleshooting — replace 12AH batteries in FACP; verify M30 point and label correction; correct M10 device description • Fire suppression repair: replace painted standard response chrome pendent Gilb Museum of Arcadia Heritage • 1 Wireless Panic Button + wireless hub • New Fire Alarm System — remove existing Gamewell system and all devices; install new Notifier Fire Alarm System; re-use existing wiring; add new devices to bring building up to code; lifts included (duct detectors excluded) • Fire suppression repairs: install missing Main Drain and Auxiliary Valve signs; install missing Backflow Control Valve Keep Open signs; replace loaded sprinkler head in office behind reception Museum Education Center (MEC) • 1 Wireless Panic Button + wireless hub • 1 Switch installation to lock and unlock electrified front door (hardware and labor included) • 1 New Exterior Camera (rear of building) + run • New Fire Alarm Control Panel — remove failing Potter FACP and annunciator; install new Potter FACP and annunciator (1-for-1 swap); re-use existing wiring; lifts included • Fire suppression repairs: replace faded Backflow Control signs; install missing Tyco escutcheons in storage rooms (103 and 102 sides) Fire Station 105 • Fire alarm troubleshooting — repair SLC circuit short; locate and replace missing smoke detectors; repair or replace main lobby and hallway devices; perform partial system testing and verify communication • Fire suppression repair: retest supervisory devices and water flow reporting to panel Fire Station 106 • 4 Exterior Cameras + runs (flagpole area, secondary front entrance, and rear gate) Fire Station 107 • Fire alarm troubleshooting — replace OSY West Side Switch (Potter OSYSU-2) and verify communication to FACP; inspect and test duct detector (D4120); verify proper operation during testing Public Works • 2 Exterior Cameras + runs (yard coverage) • 1 New Access Control (Front Office Door) — Verkada multi-format card reader with keypad + door license + cabling • New Fire Alarm System — remove existing panel and devices; install new panel, annunciator, smokes, heats, pull stations, and duct detectors; re-use existing wiring and notification devices; lifts included • Fire suppression repairs: install two missing bell signs on West building (north and west sides); replace faded ITV sign at East building car wash; install lock on street- access PIV Police Department • Re-wire 53 existing cameras due to incompatible legacy coaxial extensions on CAT5 wiring (27 cameras in the jail and 23 cameras around the exterior of the Police Department facility, plus 3 covert cameras to be installed in interview rooms) • 3 Outdoor Two-Camera Multisensor Cameras (Verkada CY63) + licenses, mounts, and runs • 7 Outdoor Four-Camera Multisensor Cameras (Verkada CH53) + licenses, mounts, and runs • Outdoor electrical boxes for two camera locations; conduit work for two of the four- lens camera locations; black-pipe pole installation for two additional camera locations (cinderblock wall mounting) • 1 Additional Viewing/Monitoring Station + license, cabling, and installation (location: Police Department) • 2 Video Intercom Keypads (Verkada TD63) + licenses • Fire alarm — install (1) UDACR2 at the FACP to enable monitoring; verify proper installation, wiring, and communication with the monitoring system Orange Grove Water — 67 W. Orange Grove Avenue, Arcadia, CA 91006 • 2 Access control keypad installations (1 building door, 1 gate) — Verkada multi- format card readers with keypads + door licenses + cabling • 1 4-Door Controller (Verkada AC42) + 4AH backup battery (utilizing existing PD inventory) • Access control Verkada conversion installation (replacement of existing standalone access control system) • 3 Exterior Two-Camera Multisensor Cameras + licenses (main entrance, rear of buildings, and far side behind water tanks) • 1 Single-Lens Dome Camera + pole mount (utilizing existing PD inventory) • Mounting hardware: 1 arm mount, 1 pendant cap, 2 pole mounts • 5 Point-to-multipoint wireless solutions (airMAX NanoStation 5AC) to connect remote location and gate to network • 4 8-Port Switches • 1 24-Port Layer 3 Managed Network Switch (Ubiquiti USW-Pro-24-POE) + Unify Cloud Gateway + installation and switch configuration • Cellular Gateway Solution for Dome Camera (Verkada GC31) + cellular gateway data plan and license • Bucket truck for solar installation (2 weeks) END OF SECTION Exhibit ”B” Schedule of Charges/Payments For the term of the Agreement dated October 14, 2025, the additional Compensation under Amendment No. 2 shall not to exceed the total amount listed below: Security Alarm and Fire Suppression System - $384,398.38 Installation, Monitoring, and Repair Services and Security Camera and Access Control Upgrade and Installation Total Additional Compensation - $384,398.38 The total compensation shall not exceed the total listed without written authorization in accordance with Section 2 (b) of the Agreement.