Agenda Item Wording:
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Award Contract - Authorize the City Manager to award a contract not to exceed $190,000 to Sebastian for the installation and replacement of the fire alarm system at the Convention Center and appropriate $190,000 from the Capital Improvement Fund.
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Deadline for Action: None
Submitting Department: Administration
Contact Name and Phone Number: Adrian Reynosa, Convention Center Manager, adrian.reynosa@visalia.city, 713-4004 John Lollis, Assistant City Manager, john.lollis@visalia.city, 713-4323
Department Recommendation: Staff recommends that the City Council authorize the City Manager to enter into a contract with Sebastian for the replacement and upgrade of the fire alarm system at the Convention Center. Staff is requesting approval for the following:
• Waive the formal bid process and award to Sebastion for a not to exceed of $190,000;
• Authorize staff to enter into a 5-year maintenance and monitoring contract for a not to exceed $35,000; and
• Appropriate $190,000 from the Convention Center Capital Fund
Background Discussion:
On December 29, 2023, the City’s Fire Department put the Convention Center on fire watch due to five missing fire sensors. Staff immediately contacted Siemens, who maintains the existing fire system to replace the sensors, however, the sensors are obsolete and cannot be replaced without a system upgrade. Fire watch continues to occur twenty-four (24) hours a day, seven days a week. During non-scheduled staff hours, security is contracted to cover the facility at an average cost of $200 per day.
Staff received two proposals for the replacement and upgrade of the fire alarm system. The first proposal is from Siemens for $169,980.00 and is for the replacement of the fire alarm panels and refurbishment of the existing sensors, which is proprietary to Siemens. The second proposal is from Sebastian for $184,871.29 and is for the upgrade and complete replacement of the fire alarm system with brand new equipment. The system is an open system, which would allow any qualified vendor to perform work on the system if there is an issue. The annual cost for maintenance and monitoring for Siemens is $5,400, compared to $6,880 for Sebastian.
Although the Siemens proposal is at a lower overall cost of than the Sebastian proposal, staff recommends the Sebastian proposal. Internal staff discussions, including the Fire Marshal and Information Technology, all recommend the Sebastian open fire alarm system, and currently both the Fire and Police Departments have Sebastian fire alarm systems and are pleased with the performance. The Sebastian proposal will include a new upgraded system and the flexibility for multiple vendors to provide necessary service, while Siemens includes only a portion of new equipment and the refurbishment of the existing and a proprietary system restricted to Siemens service, which would likely result in the future replacement of equipment and additional costs and delays.
Fiscal Impact:
Staff recommends a contract for the replacement and upgrade of the fire alarm system at the Convention Center at an amount not to exceed $190,000, and an appropriation from the Convention Center Capital Improvement Fund. The maintenance costs will be included in the new 2 year budget. (4135-54155).
Prior Council Action: None
Other: N/A
Alternatives: Authorize a contract with Siemens for an amount not to exceed $175,000,
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to enter into a contract with Sebastian for a not to exceed amount of $190,000 for the installation and replacement of the fire alarm system at the Convention Center, appropriate $190,000 from the Convention Center Capital Improvement Fund, and authorize a 5 year maintenance and monitoring contract for not to exceed $36,000.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Attachment 1 - Siemens Proposal
Attachment 2 - Sebastian Proposal