DATE: December 17, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: First Amendment to Agreement with Fire Systems Solutions, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to the Agreement No. A-23-394 with Fire Systems Solutions, Inc. for fire suppression maintenance, inspection, inventory, and minor repair services, increasing the maximum compensation by $1,000,000 for a total of $1,500,000, with no change to the potential five-year term of August 8, 2023, through August 7, 2028, which includes a two-year initial term and three optional one-year extensions.
REPORT
There is no additional Net County Cost associated with the recommended action, which will amend Agreement No. A-23-394 (Agreement) with Fire Systems Solutions, Inc. (Fire Systems) for fire suppression maintenance, inspection, inventory, and minor repair services, to increase the maximum compensation and allow the Internal Services Department - Facility Services Division (ISD-Facility Services) to address the higher-than anticipated necessary repairs to fire systems in County-owned buildings. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County would not have an effective way to maintain and repair fire suppression devices in accordance with the National Fire Protection Association (NFPA) codes and standards.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action, which will increase the maximum compensation in the Agreement by $1,000,000, to a total of $1,500,000. Sufficient appropriations and estimated revenues are included in the ISD-Facility Services Org 8935 FY 2024-25 Adopted Budget and will be included in future budget requests. As of November 4, 2024, there are pending invoices totaling $6,968.
DISCUSSION:
On August 8, 2023, your Board approved the Agreement with Fire Systems for fire suppression and pump maintenance, inspection, inventory, and minor repair services for the various County-owned buildings.
Fire suppression devices, including sprinkler heads, fire hydrants, fire pumps, and fire bells, must be fully functional and maintained in accordance with the requirements in the NFPA codes and standards. The County is required to abide by the NFPA codes and standards, along with other local, state, and federal regulations, for fire, electrical and other related hazards to ensure the health and safety of County building occupants.
Due to higher-than-anticipated necessary repairs and inspections of fire suppression devices in various County-owned buildings, the County now has a need for additional services. The age and condition of several fire suppression devices has caused several County locations to fail fire inspections, and therefore it is necessary to replace the fire suppression devices and recertify the affected County-owned buildings.
The Agreement is for a five-year term, which includes a two-year initial term and three optional one-year extensions. ISD-Facility Services is requesting an increase of $1,000,000 to the maximum compensation in the Agreement to cover additional services including repairs and inspections.
Approval of the recommend action will amend the Agreement with Fire Systems to account for increased repairs and inspections in accordance with the NFPA codes and standards, increasing the maximum compensation by $1,000,000 for a total of $1,500,000, with no other change to the terms of the Agreement.
REFERENCE MATERIAL:
BAI #34, August 8, 2023
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment to Agreement with Fire System Solutions, Inc.
CAO ANALYST:
Amina Flores-Becker