Title
a. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Renewal and Amendment No. 4 to a Standard Agreement with First Alarm, to provide remote fire alarm monitoring and scheduled inspection services at Probation’s Juvenile Hall, to renew and extend the expiration date retroactive to April 1, 2025 for one (1) additional year, for a revised term of April 1, 2020 to March 31, 2026, and to increase the Agreement’s amount by $18,250, for a revised total Agreement amount not to exceed $100,750; and
b. Authorize the Contracts/Purchasing Officer or their designee to execute three (3) future amendments to the Agreement provided that these amendments do not substantially change the Scope of Services and the total amount of the amendments does not exceed the Contracts/Purchasing Officer's signing authority amount of $200,000, with approval from the Office of the County Counsel.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Renewal and Amendment No. 4 to a Standard Agreement with First Alarm, to provide remote fire alarm monitoring and scheduled inspection services at Probation’s Juvenile Hall, to renew and extend the expiration date retroactive to April 1, 2025 for one (1) additional year, for a revised term of April 1, 2020 to March 31, 2026, and to increase the Agreement’s amount by $18,250, for a revised total Agreement amount not to exceed $100,750; and
b. Authorize the Contracts/Purchasing Officer or their designee to execute three (3) future amendments to the Agreement provided that these amendments do not substantially change the Scope of Services and the total amount of the amendments does not exceed the Contracts/Purchasing Officer's signing authority amount of $200,000, with approval from the Office of the County Counsel.
SUMMARY/DISCUSSION:
The County of Monterey executed a Standard Agreement (Agreement) with First Alarm (Contractor) on April 3, 2020 for a term of April 1, 2020 through March 31, 2023 for an amount not to exceed $43,748 to provide remote fire alarm monitoring, radio and antenna installation, and scheduled inspection services for the fire alarm system installed at the newly constructed Probation Juvenile Hall Buildings. Amendment No. 1 to the Agreement was executed on August 12, 2020 to update the Contractor’s rate schedule and to increase the Agreement’s amount by $5,061.87 for a total amount not to exceed $48,809.87. Amendment No. 2 to the Agreement was executed on August 21, 2020 to amend the Scope of Services and to increase the Agreement’s amount by $5,685.83, for a total amount not to exceed $54,495.70. Additionally, Renewal and Amendment No. 3 was executed on June 15, 2023 to extend the Agreement term for two (2) additional years through March 31, 2025 and to increase the Agreement’s amount by $28,004.30 for a total not to exceed amount of $82,500.
The County of Monterey Probation Department (Probation) has a continued need for services under the Agreement beyond the expiration date of March 31, 2025. Although Probation drafted an amendment prior to the Agreement’s expiration date, due to negotiations with the Contractor on rates for replacement and repair services, processing of the amendment was delayed and resulted in the expiration of the Agreement.
Probation is recommending the approval of Renewal and Amendment No. 4 to allow for the continuation of services under the Agreement. Renewal and Amendment No. 4 will extend the Agreement term for one (1) additional year through March 31, 2026, update the rates to include the service rates for repair and replacement services, and will also increase the Agreement’s amount by $18,250 for a total not to exceed amount of $100,750.
OTHER AGENCY INVOLVEMENT:
Renewal and Amendment No. 4 to the Agreement with First Alarm has been approved by the Office of County Counsel as to legal form and by the Auditor-Controller as to fiscal terms.
FINANCING:
The Fiscal Year 24-25 Adopted Budget for Probation, Appropriation Unit PRO001, Unit 8163 includes sufficient appropriations for this amendment. Funding for this Agreement in Fiscal Year 25-26 will be included the annual budget approval process. There is no additional cost to the County General Fund with the recommended action.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This recommendation supports the Board of Supervisor Strategic Initiatives of: a) Health and Human Services and b) Public Safety by maintaining the fire alarm equipment and monitoring services that are in compliance with local safety regulations, making it a safe environment for Juvenile Hall residents and Probation employees.
___ Economic Development
___ Administration
_X Health & Human Services
____Infrastructure
_X_ Public Safety
Prepared by: Marcela Barbosa, Management Analyst II, Ext. 1100
Approved by: Jose Ramirez, Chief Probation Officer, Ext. 3913
Attachments:
Renewal and Amendment No. 4 to Standard Agreement with First Alarm
Renewal and Amendment No. 3 to Standard Agreement with First Alarm
Amendment No. 2 to Standard Agreement with First Alarm
Amendment No. 1 to Standard Agreement with First Alarm
Standard Agreement with First Alarm