title
CC - (1) Amendment to Existing Agreement with Regency Testing, Inc. to Extend the Current Term for an Additional One Year (Through June 30, 2017) for Water Based Fire Protection Systems Test and Inspection; and (2) Waive the Requirements of Culver City Municipal Code Section 3.07.050, relating to Multi-Year Contracts, to Allow for such One-Year Extension.
body
Contact Person/Dept: Eric Mirzaian/Public Works Department
Phone Number: 310-253-6444
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
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 (05/03/16)
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer 04/20/16
______________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing agreement with Regency Testing, Inc. (Regency) to extend the current term for an additional one year (through June 30, 2017) for water based fire protection systems test and inspection; and (2) waive the requirement of Culver City Municipal Code (CCMC) Section 3.07.050, relating to multi-year contracts, to allow for such one-year extension.
BACKGROUND
Regency provides testing, inspection and repair services to the sprinkler systems at various City facilities and parking structures. These tasks are in accordance with California Fire Code Chapter 9 Section 901, as well as National Fire Protection Association (NFPA) requirements. Regency also provides emergency repair services when sprinkler lines experience defects or leaks.
DISCUSSION
The City has been utilizing Regency for approximately seven years. The existing agreement with Regency expired in January 31, 2016 and has been continuing on a month to month basis. Regency has agreed to keep pricing/rates at current levels and extend the agreement with the City (effective July 1, 2016 through June 30, 2017).
This one-year additional term is being proposed as an interim measure until either a Request for Proposal process can be conducted, or depending on the circumstances, staff obtains City Council’s authorization to negotiate a new long-term agreement between the City and Regency.
CCMC Section 3.07.050, relating to multi-year contracts, requires that the competitive bidding procedures be followed after a contractor or consultant has been utilized for a period of five years. Staff recommends the City Council waive this requirement and allow for the one-year extension of the existing agreement with Regency, in order to give staff an opportunity to evaluate these services before returning to City Council with an appropriate recommendation on a going forward basis.
FISCAL ANALYSIS
The services provided by Regency are for various City facilities and parking structures and thus funding is available in the operating budgets of the various City Departments that have oversight of these facilities (Public Works; Parks, Recreation, & Community Services and Transportation)
ATTACHMENTS
None
RECOMMENDED MOTIONS
That the City Council:
1. Approve an amendment to the existing agreement with Regency Testing, Inc. to extend agreement for one year (through June 30, 2017) for water based fire protection systems test and inspection; and,
2. Waive the requirements of CCMC Section 3.07.050, relating to multi-year contracts, to allow for such one-year extension; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.