Title
a. Approve Standard Agreement with A & B Fire Protection and Safety, Inc. to provide annual inspections, testing, maintenance services, and on-call repairs to fire sprinkler suppression systems in County owned buildings and facilities for a total amount not to exceed $415,310 for an initial term of three (3) years from December 2, 2019 to December 1, 2022, with the option to extend the term for two (2) additional one (1) year period(s); and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Standard Agreement and any future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Standard Agreement with A & B Fire Protection and Safety, Inc. to provide annual inspections, testing, maintenance services, and on-call repairs to fire sprinkler suppression systems in County owned buildings and facilities for a total amount not to exceed $415,310 for an initial term of three (3) years from December 2, 2019 to December 1, 2022, with the option to extend the term for two (2) additional one (1) year period(s); and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Standard Agreement and any future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY/DISCUSSION:
The County of Monterey (County) Resource Management Agency (RMA) is required to provide annual inspections, testing, and on-call maintenance services and repairs to fire sprinkler suppression systems (services) in County owned buildings and facilities in accordance with applicable building codes. On March 8, 2018, the County solicited proposals from qualified contractors through Request for Proposals (RFP) #10618 for these services. No proposals were received by the County by the proposal submittal deadline to allow for selection of a Contractor to provide the required services. After discussion with the Contracts/Purchasing Division of the County Administrative Office (CAO), it was determined that the current Contractor, A & B Fire Protection and Safety, Inc. (A&B), continued to be qualified and is thus recommended for contract award by the Board of Supervisors, for their expertise and capabilities necessary to provide the required services to the County.
Approval of the recommended action would allow for the issuance of an exclusive Standard Agreement (SA) with A&B to provide for these services throughout the County for a total amount not to exceed $415,310 for an initial term of three (3) years from December 2, 2019 to December 1, 2022, with the option to extend the term for two (2) additional one (1) year period(s). A&B’s scope of services includes, in general, required inspection, testing and repairs to fire sprinkler suppression systems in accordance with National Fire Protection Association 25 standards.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved the SA as to form, legality, and fiscal provisions, respectively. The Contracts/Purchasing Division of the CAO has approved the Contractor selection process.
FINANCING:
Costs associated with the SA with A&B are anticipated to be incurred over the next four (4) fiscal years (FY): 2019-20; 2020-21; 2021-22; and 2022-23, beginning on December 2, 2019 through December 1, 2022, with the option to extend the SA for two (2) additional one (1) year period(s). The annual (December - November) inspection and testing cost is $81,770 per year at a total cost of $245,310 for the initial term of three (3) years of the SA. Additional budgets are also identified in the SA to allow for the addition of new inspection and testing sites in the amount of $20,000 and on-call maintenance and repairs in the amount of $150,000. The total not to exceed amount for the initial term of three (3) years of the SA is $415,310. The adopted FY 2019-20 budget includes sufficient appropriations in the amount of $85,000 in the RMA Facilities’ adopted budget, General Fund 001, Department 3000, Unit 8176, Appropriation Unit RMA006 to fund the services. Remaining budget amounts will be included in the Recommended Budget for FY 2020-21 and future FYs. There is no impact to the General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Sprinkler system testing and inspection is required by State and Federal codes and protects occupants of County buildings by ensuring that all fire suppression systems function properly. The recommended action supports the Board of Supervisors’ Strategic Initiatives as indicated below:
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Ronald R. Aunchman, Building Maintenance Supervisor, (831) 755-4991
Reviewed by: Mario Salazar, Maintenance Manager
Reviewed by: Lindsay Lerable, Chief of Facilities
Approved by: Carl P. Holm, AICP, RMA Director
The following attachments are on file with the Clerk of the Board:
Attachment A - Standard Agreement
Attachment B - Request for Proposal #10618