DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Annual Contract for Fire Alarm System Inspection, Maintenance, Testing and Repair Services for BES
SUMMARY:
This ordinance authorizes acceptance of a contract with SimplexGrinnell to provide fire alarm system inspections, maintenance, testing and repair services for the Building and Equipment Services Department for a total estimated annual amount of $81,000.00. Funding for this contract is available through the FY2017 Facilities Fund Operating Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted SimplexGrinnell to provide fire alarm system inspections, maintenance, testing and repair services at 29 locations for the Building and Equipment Services Department.
The City issued a Request for Competitive Sealed Proposal for “Annual Contract for Fire Alarm System Inspection, Maintenance, Testing and Repair Services for BES” (RFx 6100007590, RFCSP 16-065) on May 17, 2016, with a submission deadline of July 8, 2016. Five proposal responses were received and were deemed eligible for review. SimplexGrinnell was selected based on the City's standard RFCSP evaluation process.
The evaluation committee consisted of representatives from the Building and Equipment Services Department and San Antonio Public Library. The Finance Department, Purchasing Division, facilitated by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm’s qualifications, experience, service quality, previous performance, proposed plan and price schedule. Additional categories of consideration included references and financial qualifications.
The evaluation of each proposal response was based on a total of 100 points; 40 points allotted for experience, background, qualifications; 30 points allotted for proposed plan; and 15 points allotted for respondent’s price schedule. Fifteen preference points were allotted for the Small Business Economic Development Advocacy (SBEDA) Program, Small Business Enterprise Prime Contract Program Affirmative Procurement Initiative.
The evaluation committee met on September 1, 2016 to evaluate the five responsive proposals received. After committee review and discussion, individual technical scores were submitted and presented. The selection committee recommended interviewing the top two ranked respondents. The interviews were held on September 22, 2016. Following the interviews, individual scores were re-submitted. After scores were finalized by the selection committee, the pricing scores and the SBEDA scores were revealed. SimplexGrinnell received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall be shall be upon Council award through September 30, 2019. Two additional one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract will provide fire alarm system inspections, maintenance, testing and repair services for the Building and Equipment Services Department. The contractor will provide semi-annual and annual fire alarm inspections as required by the National Fire Protection Association, testing, maintenance and repair services of fire alarm systems. Systems include, but not be limited to: fire alarm control panels, primary power, secondary power (batteries), circuits and pathways, initiating devices (manual pull stations, smoke detectors, duct smoke detectors, heat detectors, gas detectors, CO detectors, water flow switches, tamper switches, etc.), notification appliances (audible, visible, or combination, etc.), charging systems, sensors, components, relays, P.C. boards, timers, control systems (door releasing devices, HVAC shutdown, fire/smoke dampers, door unlocking, elevator recall, elevator shunt trip), communication systems, lamps/LEDs/LCDs, switches, annunciating devices, trouble signals, fuses, control units, panels, ground-faults, dialers, software, speakers, accessory panels, and any other equipment that supports the alarm systems. Contractor will provide service 24 hours a day, 7 days a week, 365-days a year, including holidays.
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied the Small Business Enterprise Prime Contract Program with fifteen (15) evaluation preference points.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Building and Equipment Services would be required to procure services on an as needed basis which could lead to inconsistent service and delay the timeliness of inspections which are required by National Fire Protection Association.
FISCAL IMPACT:
Funds are not encumbered by this ordinance. All expenditures will be in accordance with the Department’s adopted budget approved by City Council. The estimated cost of this contract is $81,000.00 annually. Funding for this contract is available through the FY 2017 Facilities Fund Operating Budget.
RECOMMENDATION:
Staff recommends approval of the contract with SimplexGrinnell to provide the Building and Equipment Services Department with fire alarm inspection, maintenance and repair services for an estimated annual cost of $81,000.00.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contracts Disclosure Form is required.