Title
Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board take the following actions pertaining to county-wide Agreement for Services 6180 with Tri-Signal Integration, Inc. to provide routine fire system inspections, certifications, and as needed maintenance and repair services:
1) Make findings in accordance with Section 3.13.030 (B) and Section 3.13.030 (C) of the County Ordinance that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of fire system inspections, certifications, and system maintenance and repair, and the work is temporary in nature and therefore does not warrant the addition of permanent staff; and
2) Approve and authorize the Purchasing Agent to sign Amendment I to Agreement for Services 6180 with Tri-Signal integration, Inc., increasing compensation by $50,000 for an amended amount not to exceed $350,000 with no changes in the term or scope.
FUNDING: Various, as departments have included appropriations for fire suppression services in their respective budgets.
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DISCUSSION / BACKGROUND
On March 22, 2022 (Legistar file 22-0383), the Board approved Agreement for Services 6180 with Tri-Signal integration, Inc. for a term of three years and a not-to-exceed amount of $300,000. Services provided under this contract include inspection and certification of various fire suppression systems, including sprinkler systems, kitchen hood systems, and fire extinguisher systems, as legally required by code.
The contract provides for routine services along with as needed maintenance and repair services, including emergency repair, to address any deficiencies discovered during a routine inspection. Based on the usage since March 2022, a recent cost projection identified approximately $298,000 in total expenditures through the term of this contract which expires March 31, 2025, leaving little funds available for any unforeseen and/or significant expenditures. While it is unknown if this trend will continue, the Procurement and Contracts Division seeks to be proactive and increase the compensation by $50,000 for a revised compensation amount not to exceed $350,000 to ensure any unforeseen maintenance and repair issue may be rapidly addressed. There are no other changes to this agreement.
In accordance with Section 3.13.030 (B) of the County Ordinance, the Board is also being asked to make findings that it is appropriate to contract out for the necessary services as the work is not expressly identified in County job classifications and requires specialized certifications. Tri-Signal Integration, Inc. will provide the equipment, tools, and materials related to the work that may not feasibly be provided by the County.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Legistar file 22-0383 - March 22, 2022 - Approved contract 6180 with Tri-Signal Integration, Inc.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Departments have included appropriations for fire suppression services in their budgets, and there is no increase in anticipated appropriations within the current budget year. Appropriations will be included in future years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent
Charles Harrell, Facilities Division Manager