Title
Facilities, a division of the Chief Administrative Office, recommending the Board:
1) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and in accordance with County Ordinance 3.13.030 Section B that it is appropriate to contract with Tri-Signal Integration, Inc. for maintenance, inspection, testing, certification, and repair services for automatic fire suppression equipment, kitchen hood systems, and fire extinguisher equipment because the work requires specialty skills and qualifications not expressly identified in County classifications;
2) Approve and authorize the Purchasing Agent to sign competitively bid Agreement for Services 9431 with Tri-Signal Integration, Inc. for maintenance, inspection, testing, certification, and repair services for automatic fire suppression equipment, kitchen hood systems, and fire extinguisher equipment at various County-operated facilities on an as-requested basis for a compensation amount not to exceed $350,000 for the period of April 1, 2025, through March 31, 2028; and
3) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement for Services 9431, excluding term extensions and increases to the compensation amount, contingent upon approval by County Counsel and Risk Management.
FUNDING: Various, as departments have included appropriations for the maintenance, inspection, testing, certification, and repair of automatic fire suppression equipment, kitchen hood systems, and/or fire extinguisher equipment in their respective budgets.
Body
DISCUSSION / BACKGROUND
The Chief Administrative Office Facilities Division requires the services of an experienced and licensed Contractor to perform as-requested and urgent or immediate repair services as well as routine maintenance, inspection, testing, and certification services for the County's automatic fire suppression equipment (wet, dry, and clean agent systems), kitchen hood systems, and fire extinguisher equipment located at various County-operated facilities throughout El Dorado County. The services provided under this agreement include the inspection and certification of various fire suppression systems, including sprinkler systems, kitchen hood systems, and fire extinguisher systems as is legally required by code. The agreement provides for current and anticipated routine, recurring services along with as-needed maintenance and repair services to address any deficiencies discovered during the performance of routine inspection services. The County has successfully contracted with Tri-Signal Integration, Inc. for these services in recent years and continues to find a need for their services for the requested three-year term. The new contract includes rate increases of approximately 4-6% for these services when compared to the previous contract. It is anticipated that the requested agreement amount will sufficiently cover the anticipated service requirements and allow for unforeseen maintenance and repair costs that can be addressed quickly. With the Board's approval of this request the resulting agreement will be awarded in the maximum amount of $350,000 for the period of April 1, 2025, through March 31, 2028.
In accordance with Board of Supervisors' Procurement Policy C-17, Section 3.0 a Request for Qualifications (RFQ) was issued and on January 30, 2025, the County awarded RFQ 24-0039, Category I - Fire Suppression Services, to responsive firms. Tri-Signal Integration, Inc. was selected off this list as the most qualified while providing the best value.
ALTERNATIVES
The Board could decide to not approve Agreement for Services 9431 which would result in an interruption of contracted maintenance, as-needed repair, inspection, testing, and certification services for the County's automatic fire suppression equipment, kitchen hood systems, and fire extinguisher equipment while County staff explored other contracting options. This interruption could create safety issues with a building's fire, life, and safety system.
PRIOR BOARD ACTION
Legistar file 22-0383 - March 22, 2022 - Approved prior contract with Tri-Signal Integration, Inc.
Legistar file 24-1700 - January 7, 2025 - Approved Amendment I to prior contract with Tri-Signal Integration, Inc., increasing compensation amount with no changes to the scope or term.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Procurement & Contracts.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The requested Agreement for Services 9431 is funded by various funding sources depending on the department requesting the service. The bulk of the contract used for inspection services is initially paid for from Facilities with General Fund. Costs are recovered through the A87 cost plan for departments with outside funding sources. For services outside of routine maintenance and inspections, each County department that will use this Agreement is responsible for ensuring that sufficient appropriations are included in their Fiscal Year 2025-26 Budget and will be included in future budgets throughout the term of this Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Chuck Harrell, Facilities Division Manager