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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Department of Public Works
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DATE:
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March 18, 2005
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BOARD MEETING DATE:
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April 12, 2005
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Neil R. Cullen, Director of Public Works
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SUBJECT:
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Agreement for Fire Alarm Testing, Maintenance and Repair Services at County Owned and Leased Facilities
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Recommendation
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Adopt a resolution authorizing the Director of Public Works to execute a five-year agreement with Siemens Building Technologies Fire Safety Division for fire alarm testing, maintenance and repair services for fire alarm systems in County owned and leased facilities.
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Vision Alignment
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Commitment: Ensure the basic health and safety for all.
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Goal 7: Maintain and enhance the public safety of all residents and visitors.
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Authorizing of the Director of Public Works to execute the agreement will insure that the fire alarm systems in County facilities are maintained in a safe condition for the benefit of both the employees and the public who use these facilities.
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Background
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Fire alarm testing, maintenance and repair is a specialized service that has been performed pursuant to existing agreements covering various County facilities. The existing agreements expire on March 30, 2005.
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We conducted a request for proposals (RFP) process using the procedures as outlined in the County’s Administrative Memorandum to identify prospective contractors that could provide fire alarm testing, maintenance, and repair. A summary of the process is attached as Exhibit A to this report, and the following is a list of the companies that submitted proposals together with their estimated costs to provide fire alarm services:
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Company
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Five Year Cost for Basic Services
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Siemens Building Technologies
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$562,560.00
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California Security
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$768,450.00
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Simplex Grinnell
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$858,584.00
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Honeywell
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$907,734.00
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Johnson Controls
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$1,139,553.00
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Discussion
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We are recommending that an agreement be entered into with Siemens Building Technologies as their proposal was considered to best meet the needs of the County for these services and the estimated cost of their services is lower then that of the other proposals received. Siemens Building Technologies is also the manufacturer of the fire alarm systems used in most of the County facilities, is a large company with significant resources to provide the required services, and their staff is readily available for emergency response as they have a local office in Hayward California.
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County Counsel has approved a resolution and agreement as to form and Siemens Building Technologies has executed the agreement.
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Fiscal Impact
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The annual cost of the contract will not exceed $117,512, which includes the base cost of $112,512 per year ($562,560 for the five year term) for annual testing and maintenance and an additional $5,000 per year for repair costs. The entire contract amount for a five-year period is $587,560. Funding is available to cover the contract amount from the Department of Public Works’ Facilities Division budgets; and an appropriation will be included in future Facilities Services Division budgets as an ongoing expense. The cost of this work is paid for through Facility Maintenance fees that are charged to the Departments occupying the facilities.
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The impact to the General Fund is through the Facility charges that are paid for by General Fund supported County Departments.
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