title
CC - Approval of a Professional Services Agreement with RMS Life Safety, Inc. for the Replacement, Calibration and Maintenance of Life Safety System Sensors at the Transportation Facility for a Five Year Term Ending on June 30, 2021 in an Amount Not-to-Exceed $83,462
body
Contact Person/Dept: Paul Condran/Transportation
Phone Number: 310-253-6500
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/24/16)
Department Approval: Art Ida, Director of Transportation (02/25/16)
______________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve a professional services agreement with RMS Life Safety, Inc. (RMS) for the replacement, calibration, and maintenance of life safety system sensors at the Transportation Facility for a five year term ending on June 30, 2021 in an amount not-to-exceed $83,462.
BACKGROUND
In accordance with the safety regulations of the California Code of Regulations, Title 24, California Building Code, the Transportation Facility is equipped with numerous sensor mechanisms that detect harmful gases. These sensors are scheduled for periodic replacement, calibration and maintenance to ensure the effectiveness of the life safety system. The carbon monoxide and methane sensors were last replaced in 2009 and are due for replacement.
Since 2009, the City has contracted with RMS for the ongoing maintenance and calibration of the carbon monoxide sensors and methane sensors installed at the Transportation Facility. The term of the most recent professional services agreement with RMS is set to expire on June 30, 2016.
DISCUSSION
The proposed agreement is exempt from the formal competitive bid process, pursuant to Culver City Municipal Code Sections 3.07.045.B and 3.07.085, as follows:
1. The equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City's utilization of the equipment. The one time cost for the replacement of these sensors is $67,862.
2. The professional services required to calibrate and maintain the life safety system sensors are exempt from competitive bidding, provided that competitive quotes are obtained when practical, as determined by the City Manager.
Staff obtained three competitive quotes for the quarterly calibration and maintenance of the Facility’s life safety system sensors. Quotes were received from Richardson Electric Corporation, RMS, and Taft Electric Company. Of the three qualified quotes received, RMS offered the lowest cost for the services specified. Staff believes that RMS has performed well during the term of the initial contract and that the City should again contract with RMS for an additional five-year term (through June 30, 2021) for an amount not-to-exceed $15,600.
FISCAL ANALYSIS
Funds for the replacement of carbon monoxide and methane sensors were included in the City Council Adopted Budgets for Fiscal Year 2013/2014 and 2014/2015, respectively, and carried over to Fiscal Year 2015/2016 (Transportation Department account 20370300.732120).
Funds for the first year of the proposed maintenance agreement will be included in the City Manager’s Proposed Budget for Fiscal Year 2016/2017 (Transportation Department account 30870400.619800). Should the City Council take the recommended action, funds for the future years of the agreement would be requested as part of the annual budget process.
ATTACHMENTS
None
RECOMMENDED MOTION(S)
That the City Council:
1) Approve a professional services agreement with RMS Life Safety, Inc. for the replacement and maintenance of Life Safety System Sensors at the Transportation Facility for a five year term ending on June 30, 2021 in an amount not-to-exceed $83,462; and,
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.