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Chief Administrative Office, Procurement and Contracts Division, recommending the Board approve the following:
1) Award Bid 16-340-048 for fire suppression services for departments countywide, to the lowest bidder, Tri-Signal Integration, Inc.;
2) Make findings that it is more economical and feasible to contract out the requested services in accordance with Chapter 3.13, Section 3.13.030, of the County Ordinance; and
3) Authorize the Purchasing Agent, or designee, to execute Agreement for Services 405-S1611 with Tri-Signal Integration, Inc. in an amount not to exceed $300,000 for a three-year term, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund and Non-General Fund.
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DEPARTMENT RECOMMENDATION
Chief Administrative Office, Procurement and Contracts Division, recommending the Board approve the following:
1) Award Bid No. 16-340-048 for fire suppression services for departments countywide, to the lowest bidder, Tri-Signal Integration, Inc.;
2) Make findings that it is more economical and feasible to contract out the requested services in accordance with Chapter 3.13, Section 3.13.030, of the County Ordinance; and
3) Authorize the Purchasing Agent or designee to execute Agreement for Services #405-S1611 with Tri-Signal Integration, Inc. in an amount not to exceed $300,000 for a three-year term, contingent upon approval by County Counsel and Risk Management.
DISCUSSION / BACKGROUND
The inspection and certification of various fire suppression systems, including sprinkler systems, kitchen hood systems, and fire extinguisher systems is legally required by code. The County contracts out for monthly, quarterly, and annual fire suppression services for County facilities, both on the East Slope and West Slope. In addition, the County contracts for the purchase and maintenance of fire extinguishers that are located in various County facilities and vehicles. In the past, these two services have been contracted separately. At the request of the Facilities Division, Procurement and Contracts issued a request for formal bids for the provision of both services. This is the first time the County has requested formal bids for these services.
Under the proposed contract, the vendor will perform periodic, scheduled inspections as well as services on an "as needed" basis. As a result, the specific costs for each fiscal year are not known, but are estimated at $100,000 annually for all services countywide.
Bids were received from seven (7) bidders, including two local vendors. Procurement and Contracts and the Facilities Division of the CAO’s Office reviewed and evaluated all bids. The lowest responsive, responsible bidder for all categories is Tri-Signal Integration, Inc. for all categories.
In accordance with chapter 3.13, Section 3.13.030, the Board is being asked to make findings that it is more economical and feasible to contract out for the necessary services as the work is not expressly identified in County job classifications and requires specialized certifications. Additionally, the contractor will provide the equipment, tools, and materials related to providing the work that may not be feasibly provided by the County.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
Procurement and Contracts is a division of the Chief Administrative Office, and the CAO concurs with the recommended action.
FINANCIAL IMPACT
There is no change to Net County Cost. These are required services and sufficient appropriations exist within the Fiscal Year 2015-16 Adopted Budget. With regard to future fiscal years, should the funding for these services be reduced or eliminated, the County has the option to terminate the agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russell Fackrell, Facilities Manager
Mollie Purcell, Purchasing Agent