Report to Mayor and City Council
Tuesday, October 03, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 1 TO THE WEST COAST FIRE & INTEGRATION, INC SERVICES AGREEMENT (C22-116) FOR ADDITIONAL SCOPE OF WORK FOR THE FIRE ALARM AND INTRUSION SYSTEMS MAINTENANCE/MONITORING AND ADOPTION OF RESOLUTION NO. 23-153, AMENDING THE FISCAL YEAR 2023-24 BUDGET IN THE GENERAL FUND (CITY COUNCIL)
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I. SUMMARY
West Coast Fire & Integration, Inc. is the City’s contractor for comprehensive maintenance and monitoring services for all City Fire and Intrusion Systems from July 1, 2022 to June 30, 2027.
On June 14, 2023, staff was informed that the new HVAC units require LFS system integration and the basement and IT Room AHU systems for the Fire Suppression System project require a shutdown sequence to comply with the Fire Code. These additions to the Scope of Work will make the units function properly.
Staff is presenting a revised Amendment No. 1 to incorporate the additional Scope of Work, along with Resolution No. 23-153 to request funding for the amended service contract plus cost for year 2 of the contract.
Staff request that the City Council approve Amendment No. 1 to increase the contract sum from $328,820.56 to $361,045.56 which will account for all change orders and expand the Scope of Work, and approve Resolution No. 23-153 to amend the fiscal year 2023-24 budget in the general reserve funds to appropriate $110,000 to the Public Safety budget to cover West Coast Fire & Integration, Inc., added scope of work plus service costs for year 2 which was not accounted for during FY 2023-24 budgeting.
II. RECOMMENDATION
Recommendation
1. APPROVE Amendment No. 1 to the Public Safety Agreement with West Coast Fire & Integration, Inc., to increase the contract sum from $328,820.56 to $361,045.56 for additional scope of work. (Exhibit No. 2)
2. ADOPT Resolution No. 23-153, “A Resolution of the City Council of the City of Carson amending the fiscal year 2023-24 budget and appropriating $110,000 from the General Funds Reserves to the Public Safety GL account to cover West Coast & Fire Integration, Inc. contract (C22-116)”.
3. AUTHORIZE the Mayor to execute the Amendment following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE any of the staff recommendations; and
2. TAKE any other action the City Council deems appropriate that is consistent with the requirements of the law.
IV. BACKGROUND
On July 5, 2022, Council approved the West Coast Fire & Integration, Inc. contract for comprehensive maintenance and monitoring services for all City fire and security systems from July 1, 2022 to June 30, 2027.
West Coast Fire & Integration, Inc. scope of work agreed to by City Council is as follows:
1. All work necessary to correct the outstanding deficiencies, to normal the panels, and to clear the items out of compliance as identified by the Los Angeles County Fire Department, in order to bring the existing system into compliance, which will then be maintained on an ongoing basis moving forward via the regular maintenance services discussed below.
2. Maintenance (including inspection, testing, and 5-year certification as required by law) and 24/7/365 remote monitoring of the City’s Fire Alarm systems, which are located at eight (8) city facilities (namely City Hall, Community Center, Corporate Yard, Veterans Parks, Carson Park, Stevenson Park, Dolphin Park, and Foisia Park) and the City’s Fire Suppression systems, which are located at City Hall and the Community Center.
3. Maintenance (including inspections and testing) of all the City’s fire extinguishers and fire sprinkler systems (wet and dry valves), including commercial cooking systems, at all City facilities and vehicles.
4. Maintenance (quarterly inspections) of the City’s access control (e.g., keycard access) systems located at City Hall and the Corporate Yard.
5. Maintenance (quarterly inspections) and 24/7/365 remote monitoring of the City’s CCTV/security camera systems, which are located at eleven (11) City facilities - City Hall, Community Center, Corporate Yard, Stevenson Park, Mills Park, Dominguez Park, Dolphin Park, Calas Park, Foisia Park, Veterans Park, and Carson Park.
6. Maintenance (quarterly inspections) and 24/7/365 remote monitoring of the City’s intrusion (e.g., burglar alarm) systems, which are located at fourteen (14) City facilities (Community Center, Corporate yard, Hemingway Park and Pool, Stevenson Park, Anderson Park, Mills Park, Del Amo Park, Dominguez Park and Pool, Dolphin Park, Calas Park, Foisia Park and Pool, Carriage Crest Park, Veterans Sports Complex and Park, Carson Park and Pool) as well as a limited amount of installation work to complete installation of two existing partially-installed intrusion systems, which are located at Stevenson Park and Veteran’s Park and Sports Complex.
7. All work necessary to convert monitoring of the City’s fire alarm and intrusion system panels to West Coast’s monitoring using cell dialers.
8. On-call services to make repairs (beyond ordinary maintenance, etc.) to any of the fire or security systems or system components for which maintenance is performed under this Agreement, if authorized by the Contract Officer pursuant to the process set forth in Section II of Exhibit “A” of the Agreement. Such repair work may be recommended by West Coast based on a problem identified during an inspection or maintenance visit or may be requested independently by the Contract Officer.
On June 14, 2023, staff was informed that the new HVAC units require LFS system integration and the Basement and IT room AHU systems for the Fire Suppression System project need a shutdown sequence to comply with the fire code. These additional scopes of work are not included in the contract approved by City Council on July 5, 2022, and are necessary to make the units function properly and comply with the fire code.
West Coast’s cost proposals for the additional scopes of work are attached hereto as Exhibit No. 1.
The not-to-exceed contract sum for the initial 5-year Term of the Agreement is $328,820.56. If the Council approves Amendment No. 1 to the contract, the new not-to-exceed contract sum will be $361,045.56.
V. FISCAL IMPACT
If Amendment No.1 is approved, $110,000 will be transferred from the general fund reserve to Public Safety GL account 101-55-592-127-6004 to cover the contract sum increase of $32,225 plus year 2 service cost for FY 2023/24. Additionally, staff will budget annually for the remainder of the contract years.
VI. EXHIBITS
1. West Coast Fire & Integration, Inc. Cost proposal
2. Amended Agreement No. 1
3. Resolution No. 123-153
Prepared by: Nora Garcia, Emergency Services Manager