For City Council Meeting [August 13, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council to Approve the Issuance of a Purchase Order to Johnson Controls for Fire Alarm Systems Monitoring and Repair Services in the Total Amount of $35,000 for the 2019/2020 Fiscal Year and Release a Request for Proposal (RFP) for Fire Alarm Monitoring Services, Including New Equipment.
Body
BACKGROUND:
ADT Security Services was acquired by Tyco Fire & Building Products during 2006 or 2007 and was eventually acquired by Keystone Management, Inc. in 2013. Since then, Keystone has changed its name to Tyco Integrated Security/Johnson Controls and has removed the Tyco Integrated and became Johnson Controls. Johnson Controls monitors the fire alarm systems at all of the City’s facilities with the exception of the Senior Center and Police Department Annex, which are monitored by Alarm Co.
The original contract was awarded to ADT prior to 2000. For the 2000 Fiscal Year, a Purchase Order was issued for $25,869. Council approved consolidating the services provided by ADT under a single Master Agreement on April 17, 2001. Copies of the staff report to Council and Master Agreement are included as Attachments 1 and 2. The contract was written for a three (3) year period, to be automatically extended unless written notice was provided at least 30-days prior to the anniversary date. Under the contract, the company retains ownership of the installed equipment; however, the City must pay for monitoring services and repairs.
ANALYSIS/DISCUSSION:
Contract costs for 2018/2019 Fiscal Year, which includes monitoring costs and repairs, were $35,000. Monitoring costs for 2019/2020 Fiscal Year are expected to be the same as the prior year.
The current Fire alarm monitoring equipment with Johnson Controls is leased and outdated. The industry now offers plans for customers to own the equipment, which dramatically lowers the yearly monitoring costs.
Staff requests to release a Request for Proposal (RFP) for fire monitoring and new replacement equipment in Fiscal Year 2019/2020. Additionally, the City currently has two (2) Fire Alarm providers for this service. Staff would like to consolidate Fire Alarm monitoring to one (1) provider. The goal for completion of the new Fire Alarm monitoring contract and installation of the new equipment will be June 30, 2020. This will allow time for conversion and budgeting for the new service contract.
ENVIRONMENTAL IMPACT:
The request is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney has reviewed and approved the staff report.
FINANCIAL IMPACT:
Funds are budgeted and available in the Facility Maintenance Fund Account No. 770-500-7302-2011 in the amount of $35,000. A copy of the Disclosure Form has been included as Attachment 3.
Operating Budget Impact:
It is anticipated that no operating budget impact will be noticed unless the system experiences multiple failures throughout the year requiring substantial repairs.
Capital Improvement Budget Impact:
There is no impact to the Capitol Improvement Budget as this Purchase Order is for maintenance.
Licensing:
A Business License application and payment of a Business License tax at the Professional Service rate in the amount of $104.00 will be paid by the vendor prior to execution of the Professional Service Agreement/Construction Contract/Purchase Order.
RECOMMENDATION:
Staff recommends that City Council approve the issuance of a Purchase Order to Johnson Controls for Fire Alarm Systems Monitoring in the total amount of $35,000 for 2019/2020 fiscal year and Release of a Request for Proposal (RFP) for Fire Alarm Monitoring, Including New Equipment.