Agenda Item Wording:
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Award contract for fire alarm system replacement - Authorize the City Manager to issue an emergency purchase order to Sebastian in the amount of $67,408.91 to replace the existing inoperable fire alarm system and appropriate $74,000 from the Wastewater Fund.
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Agenda Date: 10/05/2026
Prepared by:
Ben Litwack, Public Works Manager, 559-713-4671, ben.litwack@visalia.gov
Nick Bartsch, Public Works Director, 559-713-4052, nick.bartsch@visalia.gov
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to issue an emergency purchase order to Sebastian in the amount of $67,408.91 for replacement of the fire alarm system at the Visalia Water Reclamation Facility (WRF) and appropriate $74,000 from the Wastewater Fund (431).
Summary:
During a recent inspection by the Visalia Fire Department, the existing fire alarm control panel was found to be inoperable. The existing system is proprietary, with replacement components and service supplied through Tyco Simplex Grinnell in Fresno. Unfortunately, the replacement of the panel has been delayed due to the difficulty in obtaining a response from the vendor. Due to these ongoing delays and past historic difficulties in obtaining service for this proprietary system, staff determined a more cost effective, and logistically feasible solution would be to replace the system in its entirety.
Background Discussion:
Through the recent Fire Department inspection, the existing fire alarm system at the WRF Administration Building was found to be inoperable. The Fire Department informed the Wastewater staff that, until the fire alarm system operation is restored, the facility is required to maintain a fire watch. The fire watch consists of a dedicated person checking every room in the facility once each hour. While this can be accommodated by WRF staff during normal operating hours, because WRF staff are not on site twenty-four hours a day, an additional contracted security guard was added specifically to perform the fire watch during unstaffed periods. At approximately $24 per hour for roughly 450 hours per month, this added coverage costs approximately $10,800 per month. The existing fire alarm system was installed in 2016, and annual inspections have been performed on the system.
WRF staff first attempted to repair or replace the necessary components of the system, but because it is proprietary, were required to utilize the authorized vendor, Tyco Simplex Grinnell, based out of Fresno. However, this was delayed by difficulty in obtaining a response to these requests. Due to the urgency to restore the function of this critical system, WRF Staff reached out to Sebastian, who is currently under contract with the City to perform a similar scope of work on the replacement of the fire alarm system at the Visalia Convention Center. For the Convention Center project, the City obtained two quotes. Although Sebastian submitted the higher quote, Sebastian was selected because its proposed system is an open system that can be serviced by any qualified fire alarm vendor, reducing the City's dependence on a single proprietary service provider. For the WRF replacement, staff also obtained a quote from Fire System Solutions, Inc. in the amount of $131,166. Sebastian proposed a complete replacement with a new Potter fire alarm system for $67,408.91, including sales tax. The Sebastian proposal is $63,757.09 less than the Fire System Solutions quote and, like the system selected for the Convention Center, provides an open system that can be serviced by qualified vendors. The proposed scope includes a new fire alarm control panel, all code-required digital alarm communicator, remote annunciator, notification power extenders, addressable pull stations, smoke, heat and duct detectors, horn/strobe notification devices, batteries, cabling, system testing and programming, fire permit and plan-check services, final inspection, and performance and payment bonds. Sebastian also provides a one-year parts and labor warranty. Sebastian has indicated that the replacement system can be installed approximately two weeks after receipt of the City purchase order.
Approval of the emergency purchase will allow the WRF to restore automatic fire detection and notification and discontinue the added fire-watch security coverage once the new system is operational and accepted.
Fiscal impact including annual maintenance and operating costs:
The one-time cost of the emergency purchase order is $67,408.91, including sales tax. Staff is requesting an appropriation of $74,000 from the Wastewater Fund (431) Capital Budget to fund the replacement. This appropriation includes an additional $6,591.09 to account for any unanticipated change orders. The Sebastian proposal includes a one-year parts and labor warranty.
The WRF is currently incurring approximately $10,800 per month in additional security costs to perform the required fire watch during the hours when plant staff are not on site. The proposed replacement cost is equivalent to approximately 6.2 months of the current added fire-watch security expense. Once the replacement system is operational and the fire-watch requirement is released, this additional operating expense can be discontinued. Given the expense of the added security coverage, and the need to restore a critical life-safety system, staff recommends proceeding with the replacement as an emergency purchase rather than delaying the work for a standard procurement process.
Prior Council Action:
None
Alternatives:
The City Council could direct staff to continue the required fire watch while pursuing the normal competitive procurement process or continuing efforts to obtain service from Tyco Simplex Grinnell. This alternative is not recommended and would extend the period during which the WRF operates without a functioning fire alarm system and would continue the approximately $10,800 per month in added security costs.
Recommended Motion (and alternative motions if expected):
recommendation
I move to authorize the City Manager to issue an emergency purchase order to Sebastian in the amount of $67,408.91 to replace the existing inoperable fire alarm system and appropriate $74,000 from the Wastewater Fund.
Environmental Assessment Status:
N/A
California Environmental Quality Act (CEQA) Review:
The project is categorically exempt from the California Environmental Quality Act pursuant to CEQA Guidelines Section 15301 (Existing Facilities) because it consists of replacement and rehabilitation of existing facility safety equipment with no expansion of use.
Deadline for Action: 10/05/2026
Attachments:
1. Proposal
2. Sample Agreement
3. Levine Act
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Select all that apply.
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